Field Definitions: PM Approve PCOs Form

The following is a list of field descriptions for the PM Approve PCOs form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.

Project

This field displays the project number of the PCO being approved.

If there are multiple PCOs being approved and those PCOs are associated with multiple projects, you can press F4 to select a different project from a list. For example, if you opened PM Change Order using PM Change Order Requests and there are multiple projects on the COR (there are multiple projects associated with a single contract), you can press F4 to select a different project associated with the COR.

 

 

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

PCO Type

This field displays the type of PCO that is being approved.

If there are multiple PCOs being approved and those PCOs are associated with multiple PCO types, you can press F4 to select a different PCO type from a list. For example, if you open PM Approve PCOs using PM Change Order Requests and there are multiple PCO types associated with the COR, you can use this field to select the type of PCO that you would like to approve.

 

 

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

PCO

This field displays the PCO that is being approved.

If there are multiple PCOs being approved, you can press F4 to select a different PCO from a list. For example, if you opened this form using PM Change Order Requests and there are multiple PCOs on the COR, press F4 to select and approve different PCO on the COR.

 

 

 

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

COR

This field displays the change order request associated with the pending change orders that are being approved. This field only displays a value when this form is launched from PM Change Order Requests.

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

ACO

Use this field to define what approved change order should be associated with the pending change order. You can use this field to create a new ACO, or add the approved PCO items to an existing ACO.

Click here for an overview on approving change orders.

Create a new ACO

There are a few ways to create a new ACO:

  • Enter a '+' and then press TAB to exit the field. The system will automatically create a new ACO and assign it the next available number.

  • Enter an ACO number that hasn't already been used. This option allows define the ACO number of the new ACO. You can also press F4 in this field to see the ACOs that have already been created.

    Select an existing ACO

Press F4 to select an existing ACO from a list. All of the PCO items selected to be approved using the PCO Item tab will be added to the selected ACO. If you select an existing approved change order, the fields on the Info tab will be disabled.

Note:

Approved change orders are created and maintained using PM Approved Change Orders .

 

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

Description

Use this field to enter a description of the ACO that will be used to approve the PCO. The value in this field can be up to 60 characters long.

  • When creating a new ACO, this field will default with the description of the pending change order.

  • When selecting an existing change order, this field will populate with the ACO description.

     

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

Approval Date

Enter the approval date of the approved change order. This field defaults to the current date.

You can also enter an approval date on each PCO item when the PCO items are approved using the PCO Items tab.

 

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

New Completion Date

Enter the new contract completion date based on the PCO items that are being approved.

When you click the Approve button to approve the PCO, the value in this field will update the projected completion date on the contract. You can view the completion date of a contract using the Project Completion Date field on the Info tab of PM Contracts .

 

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

Additional Days

Display only.

This field displays the number of days that the change order extends the contract and it will calculate based on the change in days associated with each PCO item that is being approved on the PCO Items tab. You can view the change in days associated with each PCO item using the Additional Days column on the PCO items tab.

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

Report Sequence Number

Enter the sequence number for this approved change order. This field initially defaults to the next sequential number.

The sequence number determines the amount to be included on the Approved Change Order form in the “The net change by previously authorized Change Orders was….” line. Any change orders with a sequence number lower than the one being printed will be included in this amount.

If you specified an existing approved change order, this field defaults as previously defined and is disabled.

 

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

 

Create Sub/PO Change Orders upon PCO Approval

Automatically create the SCOs/POCOs

Check this box if you would like the system to automatically create subcontract change orders(SCOs) or PO change orders(POCOs) for the subcontract/PO detail items on the PCO.

This means that the system will automatically add an SCO/POCO to any items on the Estimate/Purchase Details tab of the PM Pending Change Orders form that meets the following criteria:

  • The PCO detail item is associated with an existing subcontract or PO - for example the PCO item changes an existing subcontract or purchase order line item, or creates a new line item on an existing subcontract or PO.
  • The PCO detail item is not already associated with a POCO or SCO - for example you did not use the Create > PO Change Order or Subcontract Change Order option on PM Pending Change Orders to create a POCO or SCO from the PCO detail item.
  • The New SL box on the Estimate/Purchase Details tab of the PM Pending Change Orders form is not checked.

Once the PO change order or subcontract change order has been created, it will be linked to the PCO using the Related Items feature.

When this box is checked, the Create a single Sub Change Order per Vendor and Auto-Approve Sub/PO Change Orders boxes will be enabled.

Note: If you would like to automatically approve the SCOs/POCOs related to the PCO, make sure that you check the Approve related SCOs/POCOs for interface box on the Info tab. Click here for more information.

If you do not check this box, you should consider the following:

  • Changing an original PO/subcontract item- If there is an item on the Estimate/Purchase Details tab that changes a subcontract or PO item, it must be associated with an SCO or POCO before it can be interfaced. For example if an item on the Estimate/Purchase Details tab changes an item on a subcontract, once you have approved the PCO you need to add an SCO using the SubCO field on the Non-Interfaced tab of the PM Subcontracts form and then approve it using the Approve button on the PM Subcontract Change Orders form before you can interface the subcontract change.
  • Creating a new item on a PO/subcontract - If there is an item on the Estimate/Purchase Details tab that creates a new item on a subcontract or PO, the system will still automatically create the subcontract/PO when the PCO is approved. For example if you entered a phase, subcontract cost type, vendor, and purchase amount on the Estimate/Purchase Details tab but did not enter a subcontract or subcontract number, the system will automatically assign a subcontract and subcontract number to the item when the PCO is approved.
  • Creating a new PO - If there is an item on the Estimate/Details tab that represents a new PO, the system will generate both the new PO and the PO/subcontract item when the PCO is approved. For example, if you entered a phase, material cost type, vendor, and a purchase amount, but you did not enter a PO and PO item number, the system will automatically create a PO when the PCO is approved.
  • Creating a new subcontract - Creating a new subcontract is not the same as creating a new PO. Click here for a basic step-by-step of creating a new subcontract from a PCO.

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

Create a single Sub Change Order per Vendor

Check this box if you want all changes to a subcontract on the pending change orders being approved to be grouped onto a single new subcontract change order (SCO).

By default this box will be checked if the Create single Subcontract Change Orders per Vendor when generating ACOs box on the Subcontract Parameters tab of PM Company Parameters is also checked. More Info

This box does not apply to purchase orders/PO change orders, and it is only enabled when the Create Sub/PO Change Orders upon PCO Approval is checked.

Note: This feature does not apply when PCO Items are approved at different times. This feature only groups the changes to a subcontract on the PCOs that are currently being approved.

Approving a pending change order

When approving a PCO with multiple PCO items, all of the changes to a subcontract will be grouped together onto a single subcontract change order (SCO) and assigned a unique SCO sequence number. This applies to changes to existing subcontract items or changes that create new items on the subcontract.

If this box is not checked, the system will create a SCO for each change to the subcontract that is on a different PCO item, but it will group the changes on the same PCO item onto the same SCO.

If the box is checked If the box is not checked
PCO Item # Phase Vendor Subcontract Subcontract Item # Assigned SCO Assigned SCO Seq # Assigned SCO Assigned SCO Seq #
1 1000-100 200 6750-1 1 1 1 1 1
1 1000-101 200 6750-1 3 1 2 1 2
2 1000-100 200 6750-1 2 1 3 2 3
3 1000-101 200 6750-1 3 1 4 3 4

Approving multiple PCOs - for example a change order request (COR)

When approving multiple PCOs and grouping them onto a single ACO, such as approving a change order request, all of the changes to a subcontract will be grouped onto a single subcontract change order (SCO) and assigned a unique SCO sequence number. This applies to changes to existing subcontract items, or changes that create new items on the subcontract, but the PCOs must be grouped together onto the same ACO.

If this box is not checked, the system will create a separate subcontract change order for each change to the subcontract.

For example:

If the box is checked If the box is not checked
PCO # PCO Item # Phase Subcontract Subcontract Item # Assigned SCO Assigned SCO Seq # Assigned SCO Assigned SCO Seq #
1 1 1000-100 6750-1 1 1 1 1 1
1 2 1000-101 6750-1 2 1 2 2 2
2 1 1000-200 6750-1 1 1 3 3 3

When this box is not checked

  • Changes to the subcontract on the same PCO item - All changes to the same subcontract that are on the same PCO item will be grouped onto one subcontract change order(SCO).
  • Changes to the subcontract on different PCOs, or PCO items - Changes to the subcontract that are on different PCOs or PCO items will be grouped onto different subcontract change orders (SCOs).

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

Auto-Approve Sub/PO Change Orders

Check this box if the subcontract change orders(SubCOs) and PO change orders(POCOs) associated with the pending change order items being approved are also ready to be interfaced.

The system will do the following when the PCO is approved:

  • Check the Ready For Accounting box on the SubCOs / POCOs so that they will show up in the PM Interface form. You can see the Ready For Accounting box on the Info tab of the PM Subcontract Change Orders / PM PO Change Orders forms.

  • Populate the current date in the Approved field on the SubCOs/POCOs.

  • Change the Statusfield of the SubCOs/POCOs to a final status. The system will select a default final status using the following steps, stopping once it finds one.

  1. The status set up using the Default Final Status field on the Info tab of the PM Company Parameters form.
  2. The first status ID that is associated with the SCO document category and is set up as a final type code. Status IDs are created and maintained using the PM Status IDs form, and they are associated with a specific document category using the Document Category field.
  3. The first status ID that has a final status and is not assigned to a specific document category.

Example

For example if there is a SCO associated with a PCO item being approved, the system will automatically check the Ready For Accounting box, and update the Approved and Status fields on the Info tab in the upper portion of the PM Subcontract Change Orders. This means that when you interface the approved PCO using the PM Interface form, the subcontract change order associated with it will also display and can be interfaced. This saves the step of opening the PM Subcontract Change Orders form and manually checking the Ready for Accounting box.

Note:

This box only affects SCOs and POCOs. Purchase orders and subcontracts associated with the PCO being approved will not be approved.

 

 

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

Contract Change Order

The Contract Change Order section on the PM Approve PCOs form.

  • Create New - Select this option to create a new contract change order, and add the approved change order to it. This will enable the fields to enter the number and description of the CCO being created.

  • Select Existing - Select this option to add the approved change order to an existing CCO. This will enable the field to select an existing CCO.

  • None - Select this option if you do not want to add the approve change order to a CCO

About the PM Approve PCOs Form

Change Management - Overview

About the PM Contract Change Orders Form

Create New - Contract Change Order

Use this field to create a new contract change order (CCO). The ACO created by this form will be added to the new CCO.

Enter a '+' to automatically populate this field with the next available CCO number or enter a CCO number that has not already been used.

You can also press F4 to see a list of existing CCOs, but you cannot select a CCO on the list. This field is only used to create new CCOs.

Contract change orders are created and maintained using PM Contract Change Orders.

 

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

Create New - Description

Use this field to enter the description of the new contract change order(CCO). By default this field will populate with the description of the ACO selected in the ACO field.

The value in this field can be up to 60 characters long.

 

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

 

Select Existing - Contract Change Order

Use this field to select an existing CCO. The approved change orders will be added to the selected CCO.

Press F4 to select a CCO from a list or enter the CCO number into this field.

Contract change orders (CCOs) are created and maintained using PM Contract Change Orders.

 

 

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

PCO Item

This field displays the item number of the PCO. You cannot change the value in this field.

 

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

Approve

Check this box to approve the PCO item.

 

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

ACO Item

When you check the Approve box to approve a PCO item, this field will populate with the ACO item number that will be assigned to the approved PCO item.

You can the item number in this field if you want to assign the PCO item to a different ACO item - for example if you want to group all of the PCO items onto a single ACO item.

 

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

Description

Enter a description of the approved change order item. The value in this field can be up to 60 characters long.

This field defaults to the description of the selected pending change order item.

 

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

Approval Date

Use this field to enter the approval date of the PCO item. By default this field will default to the date entered in the Approval Date field on the Info tab.

 

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

Contract Item

Enter the contract item that the change order item applies to or press F4 to select one from a list. This field initially defaults the contract item assigned to the pending change order item.

Note:

A contract item must be associated with a change order item. If the change order item does not impact a contract item, select a contract item in this field and leave a "0" in the Approved Amount field.

If you enter a contract item that does not already exist on the contract, the PM Contract Items form displays, allowing you to create the new contract item.

 

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

Additional Days

This field displays the number of days the contract is extended by the PCO item. You can change the value in this field if needed.

A change is days is added to a PCO item using the Change In Days field on the Info tab in the lower portion of PM Pending Change Orders .

The Additional Days field on the Info tab of the PM Approved PCOs form displays the total number of additional days based on the PCO items that are being approved.

 

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

UM

Enter the unit of measure for this approved change order item. This field initially defaults the unit of measure selected on the pending change order item.

Note:

Changing the unit of measure on a change order item can cause improper tracking of units and costs. If you need to change the unit of measure, it is strongly recommended that you add a new contract item and assign it to the change order item to ensure proper tracking of units and costs.

 

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

Units

Enter the number of units approved for this change order item. This field defaults as the number of units entered on the pending change order item.

 

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

Approved Amount

Enter the approved amount of the change order item.

By default this field will populate with the contract amount on the PCO item, but you can change this amount if it doesn't apply. This will overwrite the amount that is used on the approved change order.

 

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview

Error

This field displays any error messages generated when trying to approve the PCO item.

PM Approve PCOs

PCO - What do you want to do? These slides outline more of the PCO processes

Change Management - Overview