When changes to a Job are required but not yet approved, Change Requests (CORs) may be created for budgeting / reporting purposes prior to their approval. When a Change Request is approved, it may be converted to or attached to a Change Order for billing and costing; budgets included on the Change Request will be added to the Job's Budget tab during this process.
The Billing Item can have 3 different forms:
A standard Billing Item (typically created when Job was set up)
A Change Order Billing Item that Changes a Original Job. (CO)
A Change Request (COR)
Billing Items marked as Change Requests are used for budgeting, NOT for actual billing or costing. However, when a Change Request is approved, it may be:
Converted to a Change Order via the Convert To CO Button in the Job Billing Item Change Request viewer
Or
Attached to an existing Job Billing Item Change Order via the Attach CO Requests button in the Job Billing Item Change Order viewer
Charge Request Amounts represent the values requested, not necessarily the values approved. It is the user's responsibility to manually enter all appropriate values when converting or attaching to a Change Order!
Budgets entered on the Change Request's BudgetEntry tab will be used to generate corresponding entries to the Job's Budget tab when a Change Request is converted or attached to a Change Order.
Open Change Requests will be included in Job EOM Processing. They are treated as Fixed Fee with the Contract Amount adjusted by Percent Likelihood. Change Requests will be processed by the EOM function if:
Date Approved & Date Declined = 1900-01-01
CO Amount & Percent Likelihood <> 0
Registry to Set Change Order Invoice Report Fields on Converting COR to CO
Main Tab
Bill Item Id:
This required alphanumeric field must uniquely identify this Change Request for this Job.
Bill Item Description:
Briefly describes this Change Request. Recommended but not required.
Job Id:
The Job this Change Order Request is associated with.
CO Amount: Excepted Cost:
These display-only fields are based on the total Revenues and Costs entered on the Budget tab.
CO Amount: Expected Cost:
These field may be completed in two different ways:
They may be maintained by the system based on the Change Request's Budget Tab entries.
They may be manually updated if no Budget lines are present in the Change Request. If Budget lines are added, the Budget lines will overwrite the manually entered CO Amount and Expected Cost values on the Change Request's Main Tab when the record is saved.
Note that it may be necessary to save the record and then Refresh the display to see the changes.
% Likelihood:
How likely this Change Order Request is to be approved, entered as a percentage. This field controls how lines from the Budget Tab are written to Job History. If the Likelihood is changed as the Job progresses, the appropriate changes to the Job History budget will be generated.
Example:
% Likelihood = 50 CO Amount: 1000 Expected Cost:550
Budget lines written to Job History for this Change Order Request total a budgeted revenue of $500 and a budgeted cost of $275.
CO Date Requested:
The date this Change Order Request was asked for.
CO Date Approved:
This display-only field will be completed by the system when this Change Request is converted to a Change Order or attached to a Change Order.
CO Date Declined:
This field should only be completed the customer declines this Change Order Request. When a Change Order Request is Declined, any Job History entries generated for this Request will be reversed when this record is saved.
Change Request Description:
This field will be used to generate the Change Order's Invoice Description if this Change Request is approved and converted to a Change Order.
Change Order:
This display field will be completed if this Change Request has been attached the displayed Change Order.
When a Change Request is approved, clicking this button will convert it to a Change Order (CO) Billing Item. You will be asked to enter the Date Approved to be used on the Change Order and then click Yes to continue. When the Change Request has been converted, it will no longer be displayed in this viewer; it must be accessed via the Job Billing Item Change Order viewer.
Budgets entered on the Change Request's BudgetEntry tab will be used to generate corresponding entries to the Job's Budget tab at 100% likelihood. Once the Change Request has been converted it is the user's responsibility to access it from the Job Billing Change Order viewer in order to complete any necessary fields, including the CO Amount and CO Cost, Invoicing Tab fields, etc.
Alternative to Converting: Instead of Converting a Change Request, it may be attached to an existing Change Order (using the Job Billing Change Order viewer's Attach CO Requests button). This allows multiple Change Requests to be combined on the same CO.
Invoice:
Report Id: Report Query Id:
Enter the Id's for the Invoice Report and Report Query formats to be used if this Change Request is converted to a Change Order with the Convert to C.O. button. They are not required if the Change Request will be attached to an existing Change Order. These field must be completed before the Change Request can be converted unless the following Registry to Set Change Order Invoice Report Fields on Converting COR to CO is in place.
Billing Worksheet:
Report Id: Report Query Id:
Enter the Id's for the Billing WorkSheet Report and Report Query formats to be used if this Change Request is converted to a Change Order with the Convert to C.O. button.
User Fields Tab
Job Billing Item User1-5:
These optional fields may be used to record additional information required by your company or for reporting purposes.
Budget Entry Tab
Entries made in this tab will be written to Job History with a source journal of JBI Budget. Edits and changes to these lines will also be written to Job History. The Likelihood % field (see above)controls how lines from the Budget Tab are written to Job History. If the Likelihood is changed as the Job progresses, the appropriate changes to the Job History budget will be generated.
Editing Budget Entries:
The BudgetEntry tab functions like the other SAMPro journals. If it is necessary to change a line, simply change it to the desired value and save the record.
Hours: Quantity:
The Hours fields should be used to record labor budgets lines, and the Quantity field should be used to record material or other items. On a single line, fill in either the Hours or Quantity field.
Inventory Item:
This option field would be used if you are budgeting for specific parts. Note that the cost / revenue for this part must be specified by the user; these values will not default from inventory history.
Cost Category:
Enter (or import) an appropriate Job Cost Category for this line. For example, a Cost Category of type Labor should be selected for Hours entries.
This field supports enhanced filtering provided by the Cost Code's Job Cost Category Usage Filter. Cost Categories are validated relative to Cost Codes if this filtering is in place.
Job Cost Code:
The Cost Code this budget is assigned to.
Unit Cost: Extended Cost:
The Unit Cost must be entered by the user. The system will multiply the Hours or Quantity by the Unit Cost to calculate the Extended Cost. The Likelihood % field controls the cost which is written to Job History. If the Likelihood is changed as the Job progresses, the appropriate changes to the Job History budget will be generated.
Billing Type: Revenue Rate: Extended Revenue:
By default, the billing type is set to n/a so that the user can enter the Revenue directly. To have the system calculate the Extended Revenue for you, select a Billing Type and enter a Revenue Rate. The Likelihood % field controls this revenue which is written to Job History. If the Likelihood is changed as the Job progresses, the appropriate changes to the Job History budget will be generated.
Click the Magnify Button to Access the following fields.
Description:
If completed, this field will be used to generate the Job History Description.
Effective Date:
If completed, this field will provide the Effective Date written to the JBI Budget entry in Job History. If this field is blank, the Job Record's BudgetEffectiveDate registry will be used to set the Effective Date in History. If this field is not set the Job registry is not implemented, the Effective Date in Job History will be set to blank (01011900).