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When the Automatic Accounting Updates option is enabled, the COR entries in the Project Management module will be automatically synchronized with the accounting system using the business rules as outlined below for New and Existing COR entries:
New COR Rules
When a NEW COR entry is made in the PM Log, a new item will added to the estimate detail file (estdetl table) provided the COR entry contains a non-zero Cost Phase OR a non-zero Bill Phase. Be sure to leave the Cost Phase and Bill Phase fields on the COR entry set to zero until you are ready to link the amounts to the accounting system. Once either of these fields are NON zero, a new item will be added as outlined under the Add New Line Item(s) section below.
| Important – If you will be linking Categories in the PM Log to subcontract orders, make sure these links are set up in the Category List before adding new COR items to the PM Log. If these links are set up ahead of time, then new items will automatically be added to the Subcontract Order in the Purchase Order module. |
Existing COR Rules
| When an Existing COR entry is updated in the PM Log, then the associated estimated detail item will be updated according to the following business rules: |
| o | Job Cost Phase => COR Cost Phase – The Job Cost Phase will ONLY BE updated if it is zero. If the record already contains a non-zero cost phase it will NOT be changed. |
| o | Billing Phase => CO Bill Phase – The Billing Phase will ONLY BE updated if it is zero. If the record already contains a non-zero billing phase it will NOT be changed. |
| o | Change Order => This field is ALWAYS set to True. |
| o | CO Approved => This field is set to true if the COR is marked approved, otherwise it will be set to false (Approved when COR Status Code = 'W' or 'Y' - statuscode). |
| o | CO Date Approved => If this date has NEVER been set, then it will be set to the COR Status Date if approved, otherwise it will be set to the COR Origination Date. |
| o | Contract Amount => Total Contract Amount (same as CO Total - CO Markup Amounts – pmamount7) |
| o | Subcontractor Information – The Category Number on the COR Entry is used to look up the Category Information in the Category Master file to determine if the Category for the COR is related to a subcontractor payment sheet. If it is related to a payment sheet and there is NO Link on the estimate detail record, it will be updated at this time with the subcontractor number from the COR entry. |
| o | Estimated Cost => COR Total (COR Markup Amounts – pmamount3) – The estimated cost is only updated if it is zero. If a non-zero estimate amount already exists on the item, it will not be changed. |
| o | Contract Amount => Total Contract Amount (same as CO Total - CO Markup Amounts – pmamount7) - The contract amount is only updated if it is zero. If a non-zero contract amount already exists on the item, it will not be changed. |
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