Field Definitions: PM Subcontract Change Orders Form

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

Project

Enter a project number or press F4 to select one from a list.

 

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

Subcontract

Enter an existing subcontract number or press F4 to select one from a list. Only the following existing subcontracts can be selected:

  • Open status - You can select a subcontract that has an open status, meaning that it was either created in the PM module and interfaced with accounting using PM Interface, or the subcontract was created in the SL module. You can view the status of a subcontract using the SL Statusfield on the Info tab of PM Subcontracts.
  • Approved but not interfaced - You can select a subcontract that has not been interfaced with the accounting modules, but it must be approved using the Approvedbox on the Info tab of PM Subcontracts.

You cannot use this form to create new subcontracts, but you can create new items on existing subcontracts using the SL Item field in the lower portion of the form. Click here for general information on creating a subcontract.

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

Subcontract Change Order

Create a new subcontract change order

When you create a new subcontract change order(SubCO), you are creating it for a selected project and subcontract.

There are several ways to create a new SubCO using this field:

  • Enter a '+' and press TAB. The system will create the new SubCO and assign it the next available number.
  • Click the New Record icon () at the top of the form and then complete the Subcontract field. The Subcontract COfield will automatically populate with the next available number. Press TAB to exit the field, which will create the new subcontract change order.
  • Enter a number that does not exist for the selected project and subcontract and then press TAB to create the SubCO. You can also press F4 to see a list of SubCOs that have already been created.

    Select an existing subcontract change order

Enter a subcontract change order number or press F4 to select a change order from a list.

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

Description

Enter a description of the change order. The description can be up to 60 characters long.

 

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

Details

Enter the details of the 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 Tools > Spelling to spell check the text in this field.

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

Document Type

Use this field to categorize the subcontract 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.

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

Date

Enter the subcontract change order date. By default this field will populate with the current date.

 

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

Status

Enter the status of the subcontract change order(SCO) or press F4 to select a status from a list.

By default, this field will populate with the first status code that is associated with the SubCO document category. If there are no statuses set up for the SubCO document category, then this field will populate with the beginning status set up in the Default Beginning Status field on the Info tab of PM Company Parameters .

Note:

You can associate a status code with the SubCO document category by selecting "SUBCO" in the Document Category field on the PM Status IDs form.

If you select the status set up in the Default Final Status field on PM Company Parameters , the Approved field will populate with the current date.

Statuses are created and maintained using PM Status IDs.

PM Subcontract Change Orders

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

Reference

Use this field to track a reference number associated with this change order.

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.

  1. Click in the field and press F3. This will open Field Properties.
  2. Open the System Overrides tab.
  3. Enter the new field label in the Form Label and Col Heading fields.
  4. Click the Apply button.
  5. A message window will appear. Click OK to reopen the form using the new field label.

    Overview: Subcontract Change Order Process

    PM Subcontract Change Orders

Ready For Accounting

Check this box if the subcontract change order is approved and ready to be sent to the accounting modules.

Using the Interface box

This field is used in conjunction with the Interface box on the Info tab in the lower portion of the form. When the Ready for Accounting box is checked, line items with the Interface box checked can be interfaced with the accounting modules.

Using the Approve button

You can also approve the subcontract change order using the Approve button at the bottom of the form. Click here for more information about the Approve button.

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

Sent

Use this field to enter the date the subcontract change order was sent.

You can also change the field label 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.

  1. Click in the field and press F3. This will open Field Properties.
  2. Open the System Overrides tab.
  3. Enter the new field label in the Form Label and Col Heading fields.
  4. Click the Apply button.
  5. A message window will appear. Click OK to reopen the form using the new field label.

    Overview: Subcontract Change Order Process

    PM Subcontract Change Orders

Due Back

Use this field to enter a due back date of the subcontract change order.

You can also change the field label 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.

  1. Click in the field and press F3. This will open Field Properties.
  2. Open the System Overrides tab.
  3. Enter the new field label in the Form Label and Col Heading fields.
  4. Click the Apply button.
  5. A message window will appear. Click OK to reopen the form using the new field label.

    Overview: Subcontract Change Order Process

    PM Subcontract Change Orders

Received

Use this field to enter the date the subcontract change order was received.

You can also change the field label 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.

  1. Click in the field and press F3. This will open Field Properties.
  2. Open the System Overrides tab.
  3. Enter the new field label in the Form Label and Col Heading fields.
  4. Click the Apply button.
  5. A message window will appear. Click OK to reopen the form using the new field label.

    Overview: Subcontract Change Order Process

    PM Subcontract Change Orders

Approved

Use this field to enter the date the subcontract change order was approved.

This field will populate with the current date when you:

  • Select the default final status in the Status field. The default final status is set up using the Default Final Status field on PM Company Parameters .

  • Click the Approve button.

You can also change the field label 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.

  1. Click in the field and press F3. This will open Field Properties.
  2. Open the System Overrides tab.
  3. Enter the new field label in the Form Label and Col Heading fields.
  4. Click the Apply button.
  5. A message window will appear. Click OK to reopen the form using the new field label.

    Overview: Subcontract Change Order Process

    PM Subcontract Change Orders

Sequence

The system will automatically assign the next available sequence number when creating a new change order item.

You can also enter 'N' or '+' in this field to create a new change order item and have the system automatically assign it the next available sequence number.

 

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

SL Item

Use this field to either create a new subcontract item, or select an existing subcontract item.

Select an Existing SL Item

Enter the SL item that this subcontract change order applies to or press F4 to select one from a list. You can select either a subcontract item or a subcontract change order item.

You cannot change the phase, cost type, unit of measure, or unit cost when entering a change on an existing subcontract item. If you want to change one of these values, you need to create a new subcontract item.

Create a New SL Item

You can also enter a new SL item if the SubCO item doesn't apply to an existing SL Item. This allows you to change the values in any of the fields in the lower portion of the form.

 

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

Description

Enter a description of the subcontract change order item. The description can be up to 60 characters long.

This field will default to the description entered in the upper portion of the form when creating a new subcontract change order item.

 

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

Phase

Enter the phase associated with the SubCO item or press F4 to select a phase from a list.

If you select a phase that is not associated with the project, the new phase will be added to the project record when the SCO item is saved. You can see the phases associated with a project using the Phases tab of PM Projects.

 

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

Cost Type

Enter a cost type or press F4 to select one from a list. This will typically be a subcontractor cost type.

 

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

Units of Measure

Enter the unit of measure that applies to this change order item or press F4 to select one from a list.

Enter 'LS' if this is a lump sum item, which will disable the Units and Unit Cost fields.

Units of measure are created and maintained using HQ Units of Measure, which you can access from this form by pressing F5.

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

Units

Enter the units associated with the subcontract change order.

This field is disabled when 'LS' is selected in the UM field, which means you are creating a lump sum subcontract change order.

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

Unit Cost

Enter the unit cost.

This field is disabled when 'LS' is selected in the UM field, which means you are creating a subcontract change order.

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

Amount

If this is a lump sum change order item, enter the total amount of the subcontract change order item. This is the amount of the change, not the total amount including the change.

If this is unit-based change order item, this field will calculate based on the Units and Unit Cost fields.

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

WC Ret %

Work Completed Retainage Percentage

Enter the work complete retainage percentage for this change order item.

The value entered in this field will be used to calculate retainage amounts on AP invoices or when initializing work completed retainage in SL Worksheet.

Once the subcontract item is interfaced to accounting, the work completed percentage cannot be changed.

This field will default to the retainage percentage defined on the contract item that is associated with the phase selected in the Phasefield. Retainage is set up on contract items using PM Contracts > Items tab > Retainage % field.

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

SM Ret %

Stored Materials Retainage Percentage

Enter the stored materials retainage percentage for this change order item.

The value entered in this field will be used to calculate retainage amounts when initializing stored materials retainage in SL Worksheet.

Once the subcontract item is interfaced to accounting, the stored materials percentage cannot be changed.

This field will default to the retainage percentage defined on the contract item that is associated with the phase selected in the Phase field. Retainage is set up on contract items using PM Contracts > Items tab > Retainage % field.

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

Interface

Check this box if the subcontract change order line item is ready to be sent to the accounting modules.

This field is used in conjunction with the Ready For Accounting box on the Info tab in the upper portion of the form. When the Ready for Accounting box is checked, line items with the Interface box checked can be interfaced with the accounting modules using PM Interface.

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

Item Type

Select the type of subcontract change order (SubCO) item that you would like to create. This field determines if the SubCO item is included as part of the original subcontract (1-Regular), or is a change to the original (2-Change).

This field is similar to the SL Item Type field that displays on the PM Subcontract Detail form, and it will default to "2-Change Order".

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

Tax Type

Select the tax type for the subcontract change order item. The Tax Type and Tax Code fields are used to add taxes to the change order item. Select a tax type and then enter a tax code using the Tax Code field.

  • 1-Sales– Use for tax amounts that are payable to the vendor.
  • 2-Use– Use for tax amounts that are accrued and paid later to the appropriate State or Local taxing authority.
  • 3-VAT(Value Added Tax) – Use for taxes paid on goods and services.

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

Tax Code

Enter the tax code for the change order or press F4 to select it from a list. The Tax Type and Tax Code fields are used to add a tax on top of the change order item. Select a tax type in the Tax Type field before entering a tax code.

Note: If using F4 to look up valid tax codes, the Tax Type determines the lookup to display. For Sales and Use tax, the standard Tax Codes lookup is used. If the tax type is VAT, the VAT Tax Codes lookup displays.

Overview: Subcontract Change Order Process

PM Subcontract Change Orders

Notes (tab)

Use the Notes tab on either the header or the footer to enter notes on the subcontract 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 Tools > Spelling to spell check the text in this field.

Overview: Subcontract Change Order Process

PM Subcontract Change Orders