Add AR Change Order

Use this service to import Accounts Receivable Change Order information.

WSDL: ARChangeOrder.jws

Method: ARChangeOrder

Enhanced Authentication

Underlying File Maintenance

Prior to importing AR Change Order information, the following file maintenance areas must be completed:

  • System Administration > Installation > Accounts Receivable

  • System Administration > Installation > General Ledger > G/L Master File Maintenance

  • System Administration > Installation > Accounts Receivable > Customers

  • System Administration > Installation > Accounts Receivable > Contract

  • System Administration > Installation > Accounts Receivable > Contract Schedule of Values

  • System Administration > Installation > Accounts Receivable > Change Order Status

  • System Administration > Installation > Accounts Receivable > Change Request

  • System Administration > Installation > Job Cost > Jobs

Assumptions and Dependencies

  • The AR Change Order Web service adds or updates existing Change Orders information for the defined fields only.

  • The Web Service will not create new phase or Billing Items automatically.

  • The Web Service follows the majority of the same logic as manually entering a Change Order with the exceptions of the data defined here. The Spectrum Help files can be used for troubleshooting errors along with the details defined here.

  • The unique combination of the Company Code, Job, Customer and Change Order # must exist in the defined Company code to change the data provided and NOT be tied to a draw request or change request. If not then it will create a new Change Order.

  • To add multiple detail lines to a Change Order the Company Code, Job, Customer and Change Order # must be defined for each record along with the following fields to define the Header information:

    • Description

    • Status_Code

    • Change_Order_Date

    • Approved_Date

    • Approved_Days

    • Fee_Percent

    • Fee_Amount

  • The Fee_Percent and Fee_Amount fields

    • They defaults from the Change Request but can be overwritten.

    • If the Fee_Percent and Fee_Amount are both populated, then the Fee_Percent will be used and the Fee_Amount will be calculated.

    • If the Fee_Amount field is defined and a Change Request is being added in the same record with a Fee associated, the defined Fee_Amount value in this record will be used. It will not be added to the Change Request associated Fee.

  • Adding Change Requests to a Change Order.

    • The Change Request Number is defined then its associated records will appear within the defined tabs on the Change Order when reviewing from within Spectrum.

    • The billing item cannot be blank within the change request and must be modified on the change request.

    • The Phase and Cost Type for the Pricing Add-on must be defined on the Change Request.

    • The Web service will not create billing items automatically.

    • The Change Request cannot be added if Change Order is tied to a draw request.

  • To change billing dollars the following fields must be defined along with the correct dollar fields based on the Job type:

    • Job_Number

    • Customer_Code

    • Change_Order_Number

    • CO_Billing_Group_Code

    • CO_Billing_Item_Code

  • The type of the Job defines how the billing item will be defined in the layout

    • Unit Price contract's require both the billing group and billing item to be defined with a max number of 10 characters between the two fields.

    • Fixed Price contracts require only the billing item field be populated in the layout with a max number of 10 characters. The 'Group' fields will be ignored if defined.

    • The Billing_Item_Code must exist for the Contract in order to be added or changed.

  • The fields defined on the Billing Tab are used to add charges to the Change Order itself.

  • The Unit of Measure in the Billing Tab will default from the Schedule of Values for the defined Billing Item.

  • This Web Service will ignore the defined Workflow process in Spectrum.

  • Any field that is left blank will not be updated in Spectrum. The service does not delete values that exist in Spectrum; it only changes data defined in the layout.

Field Descriptions

Use the table below for reference when using this service.

Note: The Authorization_ID and GUID elements are not shown on the Spectrum Excel Office Add-in templates for data entry points.

Excel

Element Name

Description

Req

Type

Max

Format

Validation

Authorization_ID

Authorization ID to access the server

YES

Text

20

Data Exchange Installation Screen

GUID

Unique reference number created by programming

Text

36

** See GUID definition

B

Company_Code

Company Code

YES

Text

3

Valid Company in Spectrum

C

Job_Number

Job

YES

Text

10

Unique combination of Job, Customer and Change Order Number. * See Assumption and Dependencies.

Job

D

Customer_Code

Customer

YES

Text

10

Unique combination of Job, Customer and Change Order Number. * See Assumption and Dependencies.

Customer

E

Change_Order_Number

Change Order #

Text

8

Unique combination of Job, Customer and Change Order Number. * See Assumption and Dependencies.

F

Description

Description

Text

250

G

Status_Code

Current Status

Text

2

Required if creating a new Change Order.

Change Order Status Codes

H

Change_Order_Date

Origination Date

Date

10

Enter as: MM/DD/CCYY (for example, 01/05/2010) If blank then defaults to AR Current processing date.

Must be within the A/R processing date range.

I

Approved_Date

Approved Date

Date

10

Enter as: MM/DD/CCYY (for example, 01/05/2010)

Must be within the A/R processing date range.

J

Approved_Days

Approved Days

Numeric

4

Whole numbers only. Positive numbers only and can be blank. Format = 4

K

Fee_Percent

Fee %

Numeric

6

Positive numbers only. Format = 3.2 * See Assumptions and Dependencies.

L

Fee_Amount

Fee Amount

Numeric

14

Allows negative numbers. Format = -8.2 * See Assumptions and Dependencies.

M

Change_Request_Number

Change Request Number

Text

8

Must exist for Job/Customer combination. Cannot be tied to existing Change Order#. Must have all details defined. * See Assumptions and Dependencies.

Change Request

N

CO_Billing_Group_Code

Billing Group

Numeric

2

Define the CO_Billing_Group_Code and CO_Billing_Item_Code for Unit Price jobs. * See Assumptions and Dependencies.

Contract Schedule of Value

O

CO_Billing_Item_Code

Billing Item

Numeric

10

For Fixed Price Jobs define the Billing Item and leave the CO_Billing_Group_Code blank. * See Assumptions and Dependencies.

Contract Schedule of Value

P

Additional_Description

Additional Description

Text

40

Defaults from Billing_Item_Code if left blank

Q

Unit_Price

Unit Price

Numeric

11

Required for Unit Price Jobs only. Allows negative numbers and can be blank. Format = -5.4 *See Assumptions and Dependencies.

R

Quantity

Quantity

Numeric

11

Required for Unit Price Jobs only. Allows negative numbers and can be blank. Format = -7.2 * See Assumptions and Dependencies.

S

Revenue

Amount

Numeric

14

Calculated for Unit Price Jobs and rounds to 2 decimal places. Allows Negative numbers. Format = -10.2 * See Assumptions and Dependencies.