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Linking Process
A COR Log entry is linked to the accounting systems as follows:
| The PMID field is a unique record identifier used to identify a single COR Log entry. The PMID value is stored into the record of the estimate detail record (estdetl table) using the pmcorpmid Field. If the COR entry is related to a subcontractor order in the purchase order module, then the PMID is also stored in the miscinteger field of the purchase order line item record (podetail table). |
| • | Subcontractor Payment Sheets / Subcontractor Orders |
| COR Items are linked to sub payment sheet or Subcontractor Orders by using the category link associated with the COR Log entry. Each COR Log entry is linked to a category on the job and the category record (pmcatmas table) determines whether or not the category is linked to a subcontractor. If a link is found then a new line item is added to the payment sheet or subcontract order using the estimated cost amount of the COR. |
Linking Flow
The process for linking COR entries to the Estimate Detail Table in job cost is done via the Change Order Request (COR) Items form which is accessed by clicking the Related COR Items button on the Job Detail Items Screen. The options for Change Order Request (COR) Items screen are outlined below:
| This option automatically links the highlighted COR Items to the Estimate Detail File adding one job detail record for each individual COR record. The business rules for adding these records are as follows: |
| o | A new item is added to the estimate detail table and the new item is linked to the COR Log by storing the PMID field of the COR Log into the pmcorpmid field of the estimated detail record as discussed in the Linking Process above. |
| o | The fields in the new estimate detail record are updated from the COR Record Fields (refer to the COR Dialog Screen from the PM Log) as follows: |
| § | Estimated Cost => COR Total (COR Markup Amounts – pmamount3) |
| § | Job Cost Phase => COR Cost Phase |
| § | Item Description => COR Number description with notation if internal COR |
| § | Item Date => COR Origination Date |
| § | CO Approved => True if COR is marked approved, otherwise false (Approved when COR Status Code = 'W' or 'Y' - statuscode). |
| § | CO Date Approved => COR Status Date if approved, otherwise COR Origination Date |
| § | Contract Amount => Total Contract Amount (same as CO Total - CO Markup Amounts – pmamount7) |
| § | Billing Phase => CO Bill Phase |
| § | Retention Percentage for Contract => 10 |
| § | 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 or a subcontractor order in the purchase order module. |
| • | Subcontractor Payment Sheet |
| If the category is linked to a subcontractor payment sheet, then the estimate detail record will be linked to the subcontractor payment sheet using the COR Total and the subcontract retention percent will be set to 10. |
| If the category is linked to a subcontractor order, then a new line will be added to the subcontractor order using the COR Total and the Item Description as outlined above. A warning will be issued if the subcontractor order is closed or if the job on the subcontractor order does not match the job on the COR entry. |
Note: The line item on the Subcontractor Order will be linked to the COR via the miscinteger field in the PODetail table.
| This option is used to link one or more existing items in the estimate detail file to the currently selected COR Item. This is very useful for companies that want detailed breakdowns for COR Entries that are entered manually in the job list, or via the automated method with estimate imports or job templates. The procedures and business rules for linking existing detail records to the COR Log are as follows: |
| o | A screen of all available estimate detail items will be displayed and is used for selecting one or more items to be linked or associated with the COR Entry. Available items are defined as estimate detail items that have NOT already been linked to another COR via the pmcorpmid in the estimate detail record. After selecting the items to be linked, click the Link Selected Items button to connect the items to the desired COR. |
| o | The selected records in the estimate detail file will be updated for the following fields: |
| § | Job Cost Phase => If this field is zero, then updated with COR Cost Phase |
| § | Billing Phase => if this field is zero, then updated with CO Bill Phase |
| § | CO Approved => True if COR is marked approved, otherwise false (Approved when COR Status Code = 'W' or 'Y' - statuscode). |
| § | CO Date Approved => COR Status Date if approved, otherwise COR Origination Date |
| § | Retention Percentage for Contract => 10 |
| § | 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 the category is linked to a subcontractor payment sheet, then the estimate detail record will be linked to the subcontractor payment sheet and the subcontract retention percent will be set to 10. |
| This option allows the selected item to be edited and an edit dialog will be opened to allow for editing of line item fields. These are the same fields that are accessible in the job list screen. |
| This option is used to clear the link(s) between the selected items and the COR Log. Item links are cleared by setting the pmcorpmid in the estimate detail record back to zero. |
| This option produces a status report which compares the COR Items from the Project Management Module to the associated linked items in the job cost system. This report is very useful for knowing that the change orders in the project management module have been handled properly in the accounting module and that the approved cost estimates and contract changes match the accounting system. In addition, if any COR amounts are associated with a subcontractor payment sheet or subcontract order, these amounts will be compared for any discrepancies. |
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