Add AR Change Request

Use this service to import Accounts Receivable Change Request information.

WSDL: ARChangeRequest.jws

Method: ARChangeRequest

Enhanced Authentication

Underlying File Maintenance

Prior to importing AR Change Request 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 Request Status

  • System Administration > Installation > Accounts Receivable > Pricing Add-ons

  • System Administration > Installation > Accounts Payable > Vendor

  • System Administration > Installation > Accounts Payable > Subcontract

  • System Administration > Installation > Job Cost > Jobs

  • System Administration > Installation > Job Cost > Job Phases

  • System Administration > Installation > Job Cost > Cost Type File Maintenance

Assumptions and Dependencies

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

  • The Web Service will not create new phase or Billing Items automatically, therefore the Phase/Cost type and Billing Item codes defined in this web services will be required to add or change data.

  • The Web Service follows the majority of the same logic as manually entering a Change Request 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 Request # must exist in the defined Company code to change the data provided. If not then it will create a new Change Request.

  • If the Change_Request_Number is left blank then the number will be auto created.

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

    • Description

    • Status

    • Cost_Reimbursable_Flag

    • Origination_Date

    • Approved_Date

    • Fee_Percent

    • Fee_Amount

  • To change data within the Change Request then it must have all the Header information AND The exact information for the given 'section' (that is, costs, markups, pricing add-ons and billings) that is defined

    • If multiple duplicate cost or revenue lines exist, then the web service will update the first record.

    • Cost Tab must have:

      • CR_Phase_Code

      • CR_Cost_Type

      • Subcontractor_Code

      • Subcontractor_Number

      • Sub_Bid_Group_Item_Code

      • Sub_Bid_Item_Code

    • Revenue Tab must have:

      • CR_Billing_Group_Code

      • CR_Billing_Item_Code

  • The Status of the Change Request controls the following

    • The Cost Reimbursable option

    • Access to the Cost tab information

    • Access to override the Markups and Add-ons tabs

    • If Billing information is needed or not. Status codes with Action type of 3, 4 or 5 on a Fixed Price Job can be blank.

  • The Approved_Date can only be defined if the status is Approved or Executed.

  • The Fee Percent defaults from the Pricing Defaults for Contract Changes if not defined in the record. If defined in the record then it 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.

  • The CR_Phase_Code and CR_Cost_Type combination must exist and not have a completed status.

  • The CR_ Phase_Code and CR_ Cost_Type are required if the Subcontractor detail provided in the record are valid.

  • Any data defined for a Subcontract will appear on the Subcontract Change Order Log.

  • A Billing Item can exists within the Change Request as part of a Subcontract Costs and/or as part of the Billing section. The type of Job or Subcontract defines how the billing item will be defined in the layout.

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

  • If the Subcontractor_Code and Subcontract_Number are blank then any data defined for the Subcontract information fields will be ignored.

  • The CR_Billing_Group_Code and CR_Billing_Item_Code must exist for the Contract in order to be added or changed.

  • The CR_Billing_Group_Code and CR_Billing_Item_Code are blank then the other fields associated with the Billing tab will be ignored.

  • For unit price jobs the following will apply to the CR_Unit_Price, CR_Quantity and CR_Revenue.

    • Two of the above fields must be populated.

    • If any two fields are populated, then they will be used to calculate the other value.

    • CR_Unit_Price will default from the Contract if left blank in the web service and it exists on the contract.

    • If CR_Revenue is defined then it will be ignored if both the CR_Unit_Price and CR_Quantity are defined.

    • All fields will be ignored if the CR_Billing_Group_Code and CR_Billing_Item_Code are blank.

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

  • The number of Billing entries per Change Request cannot exceed 990 records.

  • Markups and Add-ons tabs on the Change Request are populated from the Contracts Pricing Default page.

    • The Change Request status dictates if the amounts can be modified.

    • User cannot add new Markups or Add-ons codes via a Change Request.

  • Markup values are added when the associated Cost entry is made to the Change Request or the Markup must already exist on the Change Request.

  • The Pricing Add-on information

    • The contract controls the Pricing Add-ons that are allowed to be added to the Change Request.

    • A phase and cost type is required for each Pricing Add-on to be used on Change Requests.

    • The Phase and Cost type are defined on the Contract or within the Change Request.

    • The Pricing Defaults on the Contract are AUTOMATICALLY added to the Change Request AND need to have the Phase/Cost type defined on the contract in order to prevent errors when being added to the Change Order.

  • If the Quotation_Submitted_Date is blank, it will default from the Origination_Date if the Change Request is for Costs only and not billed.

  • This Web Service will work with 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.

  • Default Billing Total, when selected, will insert a 'Billing Total' line with the same amount as the total cost.

    • Change Request must be flagged as Cost Reimbursement

    • Change Request Status Action Type of 4 required.

    • Single billing line only, no billing item can be defined.

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 Request Number. * See Assumption and Dependencies.

Job

D

Customer_Code

Customer

YES

Text

10

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

Customer

E

Change_Request_Number

Change Request #

Text

8

Unique combination of Job, Customer and Change Request Number. If left blank then a new number will be auto-created. * See Assumption and Dependencies.

F

CR_Description

Description

Text

250

G

CR_Status

Current Status

Text

2

Required if creating a new Change Request. The 'action type' of the status code controls the fields that can be added or updated.

Change Request Status

H

Cost_Reimbursable_Flag

Cost Reimbursable

Text

1

(Y)es or (N)o only. The Status dictates whether or not the Cost Reimbursable option can be selected.

I

Origination_Date

Origination date

Date

10

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

J

Approved_Date

Approved date

Date

10

Enter as: MM/DD/CCYY (for example, 01/05/2010). Must be within current AP processing dates.

K

Fee_Percent

Fee %

Numeric

7

Allows negative numbers. Format = -3.2 * See Assumptions and Dependencies.

L

Fee_Amount

Fee Amount

Numeric

12

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

M

CR_Phase_Code

Phase

Text

20

No dashes. Must exist on the Job. Required if the valid Subcontractor details are defined in this record. * See Assumptions and Dependencies.

Phases

N

CR_Cost_Type

Cost type

Text

3

Must exist on the Job. Required if Phase_Code is defined. * See Assumptions and Dependencies.

Cost Type

O

Change_Request_Quantity

Cost Quantity

Numeric

11

Allows negative numbers and can be blank. Format = -7.2

P

Change_Request_Hours

Cost hours

YES

Numeric

10

Allows negative numbers and can be blank. Format = -6.2

Q

Change_Request_Amount

Cost Est Amount

YES

Numeric

14

Allows negative numbers and can be blank. Format = -10.2

R

Subcontractor_Code

Subcontractor (Vendor code)

YES

Text

10

Must be a valid combination of Subcontractor_Code and Subcontract_Number.

Vendor

S

Subcontract_Number

Subcontract #

Text

10

Must be a valid combination of Subcontractor_Code and Subcontract_Number.

Subcontract

T

Sub_Amount

Sub CO Amount

Numeric

14

If blank then defaults from Subcontract. Format = -10.2

U

Sub_Bid_Group_Item_Code

Sub group (billing item)

Text

2

Define the Sub_Bid_Group_Item_Code and Sub_Bid_Item_Code for Unit Price jobs. * See Assumptions and Dependencies.

Subcontract Phase Details

V

Sub_Bid_Item_Code

Sub item (billing item)

Text

11

For Fixed Price Jobs define the Sub item (billing item) and leave the Sub_Bid_Group_Item_Code blank. * See Assumptions and Dependencies.

Subcontract Phase Details

W

Sub_Status

Sub Status

Text

1

(P)roposed, (E )xeuted or (R )ejected only. Required if Subcontractor_Code defined.

X

Sub_Change_Order_Number

Sub CO#

Text

8

Must exist for the Job. Required if status is Executed.

Subcontract Change Order

Y

Sub_Change_Order_Date

Sub CO date

Date

10

Enter as: MM/DD/CCYY (for example, 01/05/2010) If left blank then defaults to the Origination_Date.

Must be within the A/R processing date range.

Z

Sub_Signed_Date

Sub signed date

Date

10

Update when Sub_Status = Executed only. Enter as: MM/DD/CCYY (for example, 01/05/2010)

AA

Sub_Description

Sub CR Description

Text

30

AB

Sub_Type

Sub CR Type

Text

15

AC

Sub_Proposal_Date

Sub proposal date

Date

10

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

AD

Sub_Sent_Date

Sub sent date

Date

10

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

AE

Sub_Due_Date

Sub due date

Date

10

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

AF

Sub_Comments

Sub Comments

Text

250

AG

Markup_Cost_Type

Markup Cost type

Text

3

*See Assumptions and Dependencies.

Cost Type

AH

Markup_Percent

Markup %

Numeric

6

If defined then Markup_Amount must be blank. Positive numbers only. Format = 3.2 * See Assumptions and Dependencies.

AI

Markup_Amount

Markup Amount

Numeric

14

If defined then Markup_Percent must be blank. Allows negative numbers. Format = -10.2 * See Assumptions and Dependencies.

AJ

Pricing_Addon_Code

Pricing Addon

Text

10

* See Assumptions and Dependencies.

Pricing Add-ons

AK

Pricing_Addon_MU_Percent

Pricing Addon Percent

Numeric

6

* See Assumptions and Dependencies.

AL

Pricing_Addon_MU_Amount

Pricing Addon Amount

Numeric

14

For Fixed Price Addon only. Allows negative numbers. Format = -10.2

AM

Pricing_Addon_Phase

Pricing Addon Phase

Text

20

No dashes. Must exist on the Job. Required if the status action type = 3. * See Assumptions and Dependencies.

Phases

AN

Pricing_Addon_Cost_Type

Pricing Addon Cost Type

Text

3

Must exist on the Job. Required if Phase_Code is defined. * See Assumptions and Dependencies.

Cost Type

AO

CR_Billing_Group_Code

Billing Group

Text

2

Define the CR_Billing_Group_Code and CR_Billing_Item_Code for Unit Price jobs. * See Assumptions and Dependencies.

Contract Schedule of Value

AP

CR_Billing_Item_Code

Billing Item

Text

11

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

Contract Schedule of Value

AQ

CR_Billing_Item_Description

Billing Item Description

Text

30

Defaults from Billing_Item_Code if left blank. Otherwise overwrite.

AR

CR_Additional_Description

Additional Description

Text

40

Defaults from Billing_Item_Code if left blank. Otherwise overwrite.

AS

CR_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.

AT

CR_Quantity

Quantity

Numeric

11

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

AU

CR_Revenue

Billing Amount

Numeric

14

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

AV

Proceed_Submitted_Date

Notice to Proceed Submitted date

Date

10

AW

Proceed_Received_Date

Notice to Proceed Received date

Date

10

AX

Rough_Estimate

Notice to Proceed Rough Estimate

Numeric

12

Allows negative numbers and can be blank. Format = -8.2

AY

Quotation_Submitted_Date

Quotation Submitted date

Date

10

Enter as: MM/DD/CCYY (for example, 01/05/2010). ** See Assumptions and Dependencies.

AZ

Quotation_Due_Date

Quotation Due date

Date

10

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

BA

Requested_Days

Quotation Requested days

Numeric

4

Whole numbers only. Allows negative numbers and can be blank. Format = -3

BB

Approved_Days

Approval Approved Days

Numeric

4

Whole numbers only. Allows negative numbers and can be blank. Format = -3

BC

Default_Billing_Total

Default Billing Total

Text

1

(Y)es or (N)o only