View Categories

Change Orders

File-download

What is the Change Order Feature? #

Projectmates change order tool allows clients to make positive and negative adjustments to contracts directly in the software itself. Change orders are tied to the original contract as well as the project budget in order to not only track contract adjustments, but also provide projections to the team.

Creating Change Orders and Linking PCOs #

Change Orders can only be created against an awarded and approved contract. The details from the original contract allow a lot of relevant info to populate automatically.

  1. From within a project, the change order tool can be found by navigating to the Cost Tracking tab on the left side menu and selecting the option for Contract/PCO/Change Order.
  1. Click the +Item button located in the upper right-hand corner.
  2. Select the of for Change Order that appears in the drop down.
  1. Select the proper contract from the drop down.
    1. If you are vendor then you will likely only see your contract.
    2. If you are managing a CO on behalf of a vendor, then take care to select the correct one.
  2.  Add your details to the Description box.
  1. Click on the blue circle/chain link button to link any previously approved PCOs to this CO.
    1. Check the box next to PCOs that need to be linked.
    2. Click Save And Close to Execute. PCOs will appear on the Items tab.

Note: Only fully approved PCOs associated with this contract will be available to be linked.

  1. Next, select a reason code from the drop-down menu. This is a required field.
  1. If applicable, add additional detail for Days Changed, Scope of Work, or Notes at the bottom of the form.
  2. Click Save & Next to commit your info and move to the Items tab.
  1. The Items tab will host the original SOV from the contract along with any linked PCOs. Enter in dollar values as needed.
    1. The PCO will already host the previously approved PCO dollar values.
  2. Click Save & Next to commit dollar values and go to the Attachments tab.
  3. Upload or drag-and-drop necessary back up documentation.
    1. The client may have required docs outlined below the file manager.
  1. On the Approval tab select an approval from the drop-down menu.
    1. If more than one approval workflow is available, select the one that best describes your CO.
  1. Next be sure and click Start Approval to initiate the approval process.

Note: A change order must be fully approved in Projectmates, before it will be visible and available for billing on an invoice in Projectmates.

Cost Management
Was this helpful?

Powered by BetterDocs