Option #2: Manually create a new subcontract change order before approving the PCO

This process guides you through manually creating a new subcontract change order using a pending change order that has not been approved. You can create a PO change order in a similar way.

This process just outlines the basic steps. For detailed information about any field in a form, press F1 in that field to launch the application help.

Step 1: Enter the PCO general information

  • Open the PM Pending Change Orders form.
  • Use the Project, PCO Type, and PCO fields to either create a new pending change order or select an existing one.
  • Make sure the SL box on the Info tab in the upper portion of the form is checked.
  • Select the pricing method of the subcontract in the Pricing Method field - for example unit or lump sum pricing.

Step 2: Add the subcontract to the pending change order

  • Click the Add PCO Items button at the bottom of the form. This will open the PM PCO Add Items form.
  • The PCO item field determines which PCO items the subcontract will be added to. Leave this field blank to create a new PCO item, or press F4 to select an existing item.
  • Check the Vendor(SL) option. The subcontracts associated with the project will display in the lower portion of the form. Only subcontracts that have been interfaced using the PM Interface form will display.
  • Select a subcontract and click the Add Items button. A message will display, notifying you that the subcontract has been added to the PCO.
  • Click the Close button when complete. This will close the PM PCO Items form

Step 3: Enter the PCO item information

  • Create a new PCO item in the lower portion of the form.
  • Select a contract in the Contract Item field. The PCO item must be associated with a contract before it can be approved. This can also be done when the PCO item is being approved.
  • If the contract is affected by the change order, enter that information in the Contract Impact section.
  • Open the Estimate/Purchase Detail tab.
  • The subcontract selected using the Add PCO Items button will display.
  • Use the Purchase UM, Purchase Units, Purchase Unit Cost, ECM, and Purchase Amount fields to enter the subcontract change order information. Based on the pricing method selected in the upper portion of the form, only some of these fields will display.
  • Click the Save icon at the top of the form to save your changes.

Step 4: Manually create the subcontract change order (SCO) before approving the PCO

  • Select Create > Subcontract Change Orders at the top of the PM Pending Change Orders form. This will open the PM PCO Items Create SubCOs form.
  • Select the original subcontract, which will display as an item in the form.
  • The Add to SubCO field allows you to either create a new SCO or add an item to an existing SCO.
    • To create a new SCO, leave the Add to SCO field blank and click the Create SCOs button.
    • To select an existing SCO, press F4 in the Add to SCO field to select it from a list and then click the Create SCOs button.
  • A message will display. Click Yes to view the subcontract change order. This will open the PM Subcontract Change Orders form

Step 5: View the created subcontract change order

  • Open the PM Subcontract Change Orders form and select the SCO that you just created.
  • You can use the Create and Send feature to generate a subcontract change order document and email it to a project contact.
  • You can also click the Approve button to approve the SCO and then use the PM Interface form to interface it with accounting.
    • You can interface the SCO before approving the PCO

Step 6: Approve the PCO

  • Open the PM Pending Change Orders form and approve the PCO