Job Billing Item Change Order Viewer

Purpose:

The system now supports separate viewers for Billing Items that are Change Orders and those that are not.  Note that these different viewers do NOT change the basic functionality associated with Billing Items.

The Change Order viewer should be used to create and maintain job-specific change order records. Note that only job billing items that are flagged as Change Orders appear in this viewer.

Upgrade Notes:
During the data conversion, a Job Billing Item will be flagged as Change Order if any of the following fields have been set: Contract Changes, C.O. Date Requested, and C.O. Date Approved. However, a Billing Item will not be flagged as a Change Order if the Original Contract Amount field is completed, regardless of how the above fields are set. .

Usage:

Referenced in Records: Work Order, Client Site, Purchase Order, Shop Order, Job Cost Code.
Referenced in Journals: Job, AP, Inventory/PO Receipt, Labor, AR Sales, and Cash Receipts.

Job Billing Change Orders attached to Job Template records may only be edited by users with access to Job Templates via their User Groups.

Registry Entries:

A related registry entry may be enabled to limit the Job Billing Item Viewer to ONLY those records that are not Change Orders: see Registry Entry Job Billing Item for details.

Prevent Use of Completed Job Cost Codes and Billing Items

Important Fields: Upper Section

Main Tab

Bill Item Id:
This required alphanumeric field must uniquely identify this Change Order for Job it is associated with. For example, Job 100 and Job 200 could each have a Job Billing Item with the Id "Main".

Bill Item Description:
Briefly describes this Billing Item Change Order. Recommended but not required.

Job Id:
The Job this Billing Item Change Order is associated with. Enter a valid Job Id or press Alt+F7 (or double-click) to select from a list of jobs. The system checks Job History before allowing you to change the Job Id. If any history is found, you will not be allowed to change the Job Id.

OK to Bill?
Check this box (by double-clicking or pressing the Spacebar) if it is OK to bill for this Billing Item.

PO#
The Client's Purchase Order number for this Billing Item Change Order.

Retainage %
The default retainage (or holdback) percent for this change order. Be sure that the GL Retainage Account field on the Job Record’s Financial tab is completed if the Retainage % is filled in. The GL Retainage Account in the Job record will be debited when the Job Invoice is posted.

Date Started:
When creating a new Change Order, the Date Started will default to today’s date.

Date Completed:
The Date Completed field enables you to indicate that a Change Order has been finished. This field is referenced when entering labor, material or other charges to this Change Order. If the Effective Date of the entry exceeds the Date Completed, the system will warn you of the problem but will not prevent the transaction from being saved unless the Prevent Use of Completed Job Cost Codes and Billing Items registry option is implemented.

Fixed Fee Billings?
Check this box (by double-clicking or pressing the Spacebar) if this change order is used for fixed-fee billings.

Allow Extras?
Check this box (by double-clicking or pressing the Spacebar) if Extras are allowed on this change order.

Include in GMP?
This field must be checked if this Change Order should be included in GMP Revenue Adjustment calculations. If this field is checked, the Fixed Fee box MUST be blank.

Fee Taxable?
If this is a Fixed Fee change order and it is taxable, flag this field by double-clicking or pressing the Spacebar. This enables the Record Billing Adjustments Journal to populate the TAX tab’s Tax Authorities when the Compute Tax button is pressed.

CO Amount:
The dollar amount for this change order.  

For GMP type Jobs, changes to this field are validated against the Job's GMP Contract Total field. The sum of the C.O. Amount (in Change Orders) and Contract Amount (in Billing Items) may not exceed the GMP Contract Total.

If this CO was created from a Change Request, this field will be generated from the Change Request's Budgeted Revenue. If Change Requests were attached to this Change Order, this field should be manually updated to include the attached Change Requests.

Expected Cost:
If this CO was created from a Change Request, this field will be generated from the Change Request's Budgeted Costs. If Change Requests were attached to this Change Order, this field should be manually updated to include the budgeted cost on the attached Change Requests.

Currency Id:
If this is a foreign client the display-only Currency Id will appear. If so, the Original Contract and Contract Changes fields must be entered in terms of the foreign revenue the Client will be billed in.

CO Date Requested CO Date Approved
These fields assist in AIA Billing and informational purposes. When a Change Order is requested, a new record would be created fro the applicable job. The CO Date Requested field would be filled in, but the Change Order would not be marked as Ok to Bill. When the Change Order was approved, the CO Date Approved field would be completed. Depending upon the circumstances, it might or might not be flagged as OK to Bill at this time.

Status
This optional field references the Job Billing Item Status record. Although this field has NO meaning in SAM Pro, it is designed for use on reports designed by the users, often in conjunction with tracking change order type billing items.

 When this button is clicked,  the system will determine if any Change Requests are eligible for attachment to this Change Order. If any are found, a checklist will be displayed, allowing the user to select which ones to attach. 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. It is the user's responsibility to manually enter update all appropriate values in the Change Order including the CO Amount and CO Cost when attaching to a Change Order!  

Invoice Description:
A 3000 character description to appear on the Client's invoice.

% Likelihood:
This field is reserved for future use in SAMPro's Job EOM function.

Invoicing Tab

Report Sequence:
This field enables you to define the order that the Changes Orders will appear on the invoice.

Invoice Report Id:  Billing Worksheet Report Id:
The default Invoice and Billing Worksheet reports and queries to use with this Change Order. These fields are required for invoicing.

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.

Important Fields: Lower Section

Revenues

This Query-View tab displays the revenues associated with this change order.

The title of the Total Revenue Column now includes the Currency Id specified in the Job's Client record.  When the Client uses a foreign currency, the title now contains 'TotalRev (currency abbreviation)'.

Invoices Tab

Invoice Id - Date - Description - Amount Billed - Amount Paid - Discount Taken - Balance -  Last Payment Date

This Query-View tab displays the invoices associated with this change order. Reversed invoices will not appear on this tab.

Purchases Tab

This Query-View tab displays the purchases associated with this change order.

Purchases Orders with a status of Unreleased, PendingCancel and Cancelled POs will not appear on this tab.

Change Order Requests Tab

This tab displays Change Requests which have already been included in this Change Order as well as Change Requests which have not yet been included in any Change Order for the selected Job.

IncludedInCO:   CORequestId:
The IncludeInCo field will be set to No if the specified Change Request has yet to be included in any Change Order for the selected Job.

The IncludeInCO field will be set to Yes if the specified Change Request has been include in this Change Order via the Attach CO Requests button.  If the Change Request was recently attach

Requested $
This field displays the CO Amount on the Change Request record.  This field is based on the Change Request's Budget entries.

Requested Date:
The requested Date from the Change Request.

Approved Date:
The date the Change Request was approved and included in this Change Order.

Description:  Extended Description:
These fields default from the corresponding fields in the Change Request record.