Field Definitions: PM Contract Change Orders Form
The following is a list of field descriptions for the PM Contract Change Orders form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.
Contract
Use this field to select the contract that is affected by the contract change order. Enter a contract or press F4 to select a contract from a list.
PM Contract Change Orders
ID
Create a new CCO
There are several ways to create a new contract change order (CCO) using this field:
Enter a '+' and the system will automatically populate the field with the next available CCO number. Press TAB to accept the assigned number and create a new CCO for the selected project.
Click the New Record icon (
) at the top of the form. The system will automatically assign the next available CCO number once you enter a contract number in the Contract field.
Enter a CCO number that does not exist on the contract and then press TAB to create the CCO. You can also press F4 to see a list of CCOs that have already been created. The CCO number must be between 32,768 and -32,768.
Select an existing CCO
Enter an existing CCO number or press F4 to select one from a list.
PM Contract Change Orders
Description
Use this field to enter a description of the contract change order. The value in this field can be up to 60 characters long.
PM Contract Change Orders
Details
Enter a detailed description of the contract change order.
Add a Standard Note
Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.
To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.
PM Contract Change Orders
Document Type
Use this field to categorize the contract change order that you are creating. Press F4 to select a document type from a list.
Document types are created and maintained using the PM Document Types form. Click here for more information on document types.
Required when using 'Send with Transmittal'
If you select > Send with
transmittal, a document type must be selected in this field.
Click here for an overview of the Create & Send feature.
Change Orders - Overview
PM Contract Change Orders
Date
Enter the date of the contract change order. By default this field populates with the current date when you create the CCO.
PM Contract Change Orders
Change In Days
This field displays the total change in days associated with all of the ACO items added to the contract change order using the ACOs tab.
Once the CCO is approved, the value in this field will be applied to the contract and increase the projected completion date.
You can change the value in this field if it does not apply.
PM Contract Change Orders
New Completion Date
Use this field to enter the new completion date on the contract.
PM Contract Change Orders
Sent
Use this field to enter the date the contract change order was sent.
You can also change the label of this field and use it for a different purpose.
Change the Field Label
You can change a field label to match your own usage or terminology using the Field Properties form. Following the steps below will change how the field label appears for all users of the application.
-
A message window will
appear. Click OK to reopen the form using the new field label.
PM Contract Change Orders
Due Back
Use this field to enter the date the contract change order in due back from the owner.
You can also change the label and use the field for a different purpose.
Change the Field Label
You can change a field label to match your own usage or terminology using the Field Properties form. Following the steps below will change how the field label appears for all users of the application.
-
A message window will
appear. Click OK to reopen the form using the new field label.
Received
Use this field to enter the date the contract change order was received back from the owner.
You can also change the label of this field and use it for a different purpose.
Change the Field Label
You can change a field label to match your own usage or terminology using the Field Properties form. Following the steps below will change how the field label appears for all users of the application.
-
A message window will
appear. Click OK to reopen the form using the new field label.
Approved
Use this field to enter the date the contract change order was approved.
You can also change the label and use the field for a different purpose.
Change the Field Label
You can change a field label to match your own usage or terminology using the Field Properties form. Following the steps below will change how the field label appears for all users of the application.
-
A message window will
appear. Click OK to reopen the form using the new field label.
Seq: Sequence
Double click in this field or enter a '+' to create a new line item.
PM Contract Change Orders
Project
Use this field to select the project associated with the ACO that you would like to add to the CCO. Enter the project number or press F4 to select a project from a list.
PM Contract Change Orders
ACO
Use this field to select the ACO that you would like to add to the CCO. Enter the ACO number or press F4 to select the ACO from a list.
Only ACOs associated with the project selected in the Project field can be entered into this field.
All of the items associated with the ACO will be added to the contract change order. You can view the items on an ACO by pressing F5 in this field, which will open PM Approved Change Orders .
PM Contract Change Orders
Notes (ACO)
Use this field to enter notes on the ACO item.
Add a Standard Note
Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.
To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.
PM Contract Change Orders
Project
This field displays the project associated with the contact.
Create and Send - Overview
PM Contract Change Orders
Send Type
Select how the contact should be added to the communication generated from the Create and Send feature: To, Cc, Bcc.
When a communication is created using the Create and Send feature (), the contact will automatically be added using the selection in this field.
Click here for an overview of the Create and Send feature.
If a communication has already been sent
If an email generated using the Create and Send feature has already been sent to the contact, this field will display how the contact was included on the last communication.
For example if the contact was added to an email in the To field on the PM Send Documents form, To will display in this field. When a new email is created using the Create and Send form, the contact will automatically populate in the To field.
Create and Send - Overview
PM Contract Change Orders
Sent To Firm
Enter the firm that should receive the document(s) generated using the Create and Send feature or press F4 to select a firm from a list.
Click here for an overview of the Create and Send feature.
Drag and Drop
To drag and drop firms/contacts to the distribution grid, double-click the Distribution tab (label) or select . This displays the Project Firm Contacts list. You can then select a firm/contact and drag it to the grid.
If you manually add a firm/contact to the grid that is not set up for the project, upon saving the record, the system displays a message indicating the firm/contact does not exist in PM Firms and gives you the option to add the firm/contact. Select Yes to add the firm/contact to the distribution list and to PM Firms. Select No to add the firm/contact to the distribution grid only.
Distribution defaults
When creating a new record, the Distribution tab will automatically populate with any PM firm contact set up as a distribution default.
For example, if a contact at an architecture firm should receive a copy of all drawing logs of document type 'ARCH', you can use the distribution default feature to set up that contact as a default for 'ARCH' documents. When drawing logs of that type are created, that contact will automatically populate on the Distribution tab.
Click here for more information on distribution defaults.
Using the sort name
The sort name can be used instead of the firm number when selecting firms in PM module forms. Generally the sort name is the first several letters of the firm name. For example when creating a subcontract in the PM Subcontracts form for 'Bryan Electrical', you can enter the sort name 'bryan' in the Vendor field instead of the firm number '10042'. The sort name of a firm is set up using the Sort Name field on the PM Firms form.
Create and Send - Overview
PM Contract Change Orders
Sent To Contact
Enter the contact that should receive the document(s) generated using the Create and Send feature, or press F4to select one from a list. Only contacts associated with the firm selected in the Sent To Firm field can be selected.
Contacts are associated with firms using PM Firm Contacts .
Distribution defaults
When creating a new record, the Distribution tab will automatically populate with any PM firm contact set up as a distribution default.
For example, if a contact at an architecture firm should receive a copy of all drawing logs of document type 'ARCH', you can use the distribution default feature to set up that contact as a default for 'ARCH' documents. When drawing logs of that type are created, that contact will automatically populate on the Distribution tab.
Click here for more information on distribution defaults.
Create and Send - Overview
PM Contract Change Orders
Send
Check this box if the contact should receive communications generated using the Create and Send feature.
When this box is not checked, the contact can be manually added to a Create and Send email but they will not automatically populate in the To, Cc, or Bcc fields on the Message tab of the PM Send Documents form.
Click here for an overview of the Create and Send feature.
If a communication has already been sent
If this contact was added to an email generated using the Create and Send feature, this box will be checked.
Create and Send - Overview
PM Contract Change Orders
Preferred Method
Use this field to select which type of communication should be sent to the contact when using the Create and Send feature. This field defaults based on the preferred method set up using PM Firm Contacts.
M - Print — Print a hard copy of the generated PDF document(s). When this option is selected, the contact will not receive a copy of the email body text.
E - Email — Send the generated PDF document(s) using email. The email address of the contact is pulled from the Email field on the Info tab of the PM Firm Contacts form. F -Fax — Send the generated PDF document(s) suing fax. The system will use the fax number set up on the PM Firm Contacts form.
Note: This option requires that you have a fax server set up in the Fax Server Name field on the Info tab of PM Company Parameters .
Create and Send - Overview
PM Contract Change Orders
Date Sent
This field displays the date a communication was sent to the contact using the Create and Send feature.
If several communications have been sent, the most recent date will display.
Create and Send - Overview
PM Contract Change Orders
Date Signed
Enter the date the contact signed the document.
Date field shortcuts
T or t |
Set the date to the current date. |
MMDD Four digit month and day |
Enter a four digit month and date (MMDD) and the system will automatically add the current year. |
+ |
The system will automatically set the date to tomorrow. |
+5 |
The system will automatically set the date to 5 days in the future. You can actually enter any value after the +, for example you can enter +7 to set the date to next week. |
- |
The system will automatically set the date to the previous day. |
-5 |
The system will automatically set the date to 5 days in the past. Just like with +, you can enter any value after the -, for example you can enter -7 to set the date to the previous week. |
PM Contract Change Orders
Notes (Contact)
Use this field to enter any notes on the contact. The value in this field can be up to 60 characters long.
PM Contract Change Orders
Notes (tab)
Use this field to enter notes on the contract change order.
Add a Standard Note
Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.
To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.
Spelling Check
Click the Spelling icon on the toolbar or select to spell check the text in this field.
PM Contract Change Orders
