Edit Project Documents: Change Order Request

Overview

The Change Order Request screen in Project Documents allows you to manage project change order requests.

Accessing Project Documents: Change Order Request

1. Navigate to Jobs > Project Documents from the main menu.
2. Click the CO Requests tab.

Creating a New Project Change Order Request

From the Change Order Request screen:

1. Click the Add New button. A pop-up window will display.
2. Select the job from the dropdown menu.
3. Select the type of change order request from the dropdown menu.
4. Select the employee adding the change order request.
5. Click Add New to add a change order request to the selected job. The  Change Order Request screen will display.
6. Add any meeting content and options.
7. Click the Save button to save the information, or the Save & Close button to save the information and return to the Change Order Request screen.

Editing a Project Change Order Request

Each change order request in project documents contains eleven different tabs. The Costs screen is the first edit screen to appear (Figure 1). Navigate to the other edit document screens by using the tabs under the title (Yellow box Fig. 1):

• Costs (Fig. 1)
• Distribution
• Brief Description
• Reason
• Full Description
• Declined Reason
• Notes
• Attachments
• Emails
• Audit log
• Labor

Note: To edit change order request information, the change order request must be either in the Open or Sent status AND you are the preparer, assignee, creator, or in the distribution list.

Figure 1 Non-scrolling Section

Edit Change Order Request - Costs Tab

Add Costs

1. Select Category from drop down. Not Required (Purple box Figure 2a)
   1. Edit Categories Article
2. Select Item from drop down. Not Required (Blue box Figure 2a)
   1. Edit Items Article
3. Enter a Cost
4. Check the Overhead checkbox if you want the Cost included in the Overhead Total. (Orange box Figure 2b)
5. Check the Profit checkbox if you want the Cost included in the Profit Total. (Red box Figure 2b)
6. Check the User Tax checkbox if you want the Cost included in the User Tax Total. (Yellow box Figure 2b)
7. Check the Sales Tax checkbox if you want the Cost included in the Sales Tax Total. (Yellow box Figure 2b)
8. Fill in the Description of the line item.
9. Press “+” button to add the line. (Green box Figure 2a)

Edit Costs

1. Enter a Costs
2. Check the Overhead checkbox if you want the Cost included in the Overhead Total. (Orange box Figure 2b)
3. Check the Profit checkbox if you want the Cost included in the Profit Total. (Red box Figure 2b)
4. Check the User Tax checkbox if you want the Cost included in the User Tax Total. (Yellow box Figure 2b)
5. Check the Sales Tax checkbox if you want the Cost included in the Sales Tax Total. (Yellow box Figure 2b)
6. Fill in the Description of the line item.
7. Press the Save or Save Close

Update Grand Total for Change Order

1. Enter in the Change Order Amount in Grand Total for Change Order field. (Green Box Figure 2b)
2. When you mouse out the field it will update the Quoted Amounts. (Gray Box Figure 2a)

Figure 2a

Figure 2b

Issue To: Information

From this screen you can either edit the information for the assignee or add a new contact as the assignee. 

To completely clear and start from nothing for the assignee, Press the “Clear” Button (Red box Figure 3). 

For editing the existing assignee information, change the fields, ensuring the Company and Name are filled out before either pressing the “Save” or “Save & Close” Buttons (Green box Figure 3). You can either change assigned individuals’ company or add a new one by using the “Edit” or “+/Add” Buttons (Orange box Figure 3). To change the assignee, either select a new contact via the dropdown, or enter a new contact using the “+/Add” Button (Purple box Figure 3)

** Either adding a contact or company brings you to the standard add page for the corresponding field. **

Figure 3

Edit Change Order Request - Distribution Tab

The Distribution list can be used to show everyone involved with the issue and is used for emails.

• Remove an individual: Click the corresponding “X” Button (red box Figure 4 ).
• Add a contact or multiple contacts: Click the “+” Button (green box Figure 4 ). This will take you to the standard Contact search screen with the exception that it will check boxes along the first column. Check all contacts to add. Click Save to add them.

Figure 4

Edit Change Order Request - Brief Description Tab

The Brief Description is used to enter a description for the Change Order Request.

Figure 5

Edit Change Order Request - Reason Tab

The Reason is used to enter a reason for the Change Order Request.

Figure 6

Edit Change Order Request - Full Description Tab

The Full Description is used to enter a full description for the Change Order Request.

Figure 7

Edit Change Order Request - Declined Reason Tab

The Declined Reason is used to enter the reason the Change Order Request was declined.

Figure 8

Edit Change Order Request - Notes Tab

This is the standard notes menu, see the link for documentation

http://support.concretevision.com/documentation/notes/

Edit Change Order Request - Attachments Tab

This is the standard Attachments menu, see link for documentation

http://support.concretevision.com/documentation/attachments/

Edit Change Order Request - Email Tab

Important: You can only send emails if the change order status is NOT either Open or Closed. Email can be sent from the Documents main page.

Once emails have been sent, you can:

• View email details: Click the "View/folder" button (orange box in Figure 9)
• Download attachments: Click the PDF link (green box in Figure 9)
• Sort the email list: Click on the blue headers (Date, From, or Subject)

Figure 9

Edit Change Order Request - Audit Log Tab

The Audit Log provides a complete history of all changes made to the Change Order Request, including:

• Who made each change
• When changes were made
• What was modified