CO - General Tab

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The General Tab contains the specific fields for a Change Order.

 

General Information

 

oCO Number – Automatically assigned based on the last change order number assigned to the same job but you can assign your own unique number.  Internal and Normal COs are tracked separately so you may want to start the Internal numbering with a different sequence such as 1001.  From that point forward the system will increment the CO number based on the type.  The CO form will always include total contract amounts from both types of change orders.  See below for the business rules for computing prior change order totals. Note: A CO can only be designated as Internal when the CO is created.  

 

•Change Order Numbering - The Category Change Order Number computation is used to keep track of each category's sequential change order number as the CORs are attached to an approved change order.  This is an optional number but represents the sequential change order number for each individual category on the job.  The Category Change Order number is found on the COR Entry Screen and may be changed as required for individual tracking needs.  Refer to the following example for more information:

 

Job Change Order 1:                                                          CO.Cat.CatCO 

 

•COR 15 - Category 10 - Category CO 1                    1.10.1

•COR 19 - Category 12 - Category CO 1                    1.12.1

•COR 15 - Category 22 - Category CO 1                    1.22.1

•COR 17 - Category 10 - Category CO 1                    1.10.1

 

Job Change Order 2:

 

•COR 34 - Category 10 - Category CO 2                    2.10.2

•COR 50 - Category 12 - Category CO 2                    2.12.2

•COR 55 - Category 15 - Category CO 1                    2.15.1

•COR 70 - Category 10 - Category CO 2                    2.10.2

 

Job Change Order 3:

 

•COR 134 - Category 16 - Category CO 1                  3.16.1

•COR 150 - Category 12 - Category CO 3                  3.12.3

•COR 155 - Category 15 - Category CO 2                  3.15.2

•COR 170 - Category 10 - Category CO 3                  3.10.3

 

oOrigination Date – Defaults with the current date but any date may be entered.
oReceived From & Contact - You may select a company name from the Client List however, these fields are only used for notation purposes.  The default CO form is designed to print with the name of the company that is attached to the category.  The 'Owner & Subcontractors' CO template will also produce a CO to whom you are billing on the job (Job Cost > Update Jobs > Billing Tab > Bill To field) in addition to the CO(s) for the related categories.
oDescription – Double click on this field to enter or paste text.  This field will display on the log grid.
oWorkday Extension - This field is used to enter the number of days that the change order will extend the total project, if any.  The total change order amount is calculated based on the total amount of the associated change order requests, however, the workday extension cannot be calculated based on the individual CORs so this field must be manually entered.
oClosed - Check this box to denote that the log has been completed.

 

 

User Defined Fields

 

Note:  These fields are only displayed if marked as visible on the Properties Screen.

 

oLogical 1 – True or false field represented by check box.  If checked, then true else false.
oText 1 – Text field for alphanumeric characters.
oDate 1 – Date field with drop down calendar.
oNumber 1 – Number field that allows decimal positions.
oInteger 1 – Integer Number with NO decimal positions.

 

Business Rules for Computing Change Orders

 

When attaching CORs to a CO, all COR entries with the same COR number (multiple categories) must be closed before they can be attached to the Change Order.  The Change Order MUST attach all COR entries as a GROUP.  These COR attachments maybe approved or rejected but MUST be CLOSED.

 

 Normal Change Orders

 

•Prior Normal Change Orders – CO number less than the current CO number
•Prior Internal Change Orders – origination date less than the current origination date

 

Internal Change Order

 

•Prior Normal Change Orders – origination date less than or equal to the current origination date
•Prior Internal Change Orders – CO number less than the current CO number

 

Internal Change Order Documents - Since Internal COs can have the same CO number as a normal CO, you will find that documents related to these orders will show up on both the Internal COs as well as the Normal COs since they both share the same CO number field and the same job number field.  There are solutions for identifying documents for internal vs normal:

 

•One solution is to change the document description to indicate the type of change order it is related to such as "Internal CO" or "Normal CO".  This way when looking at the document list, you can easily select the related documents by their description.  

 

•Another option for keeping the documents completely separate is to use a separate range of change order numbers for internal change orders.  This range of change order numbers would have to be large enough so that it would never conflict with the Normal Change Order Numbering.  For example, you could use 1001 as your first Internal Change Order Number, 1002 as your second, and so on…  This will keep the related documents separate since the change order numbers will be unique for both types of change orders.