Overview
Change Order Entry allows you to make changes to your contract. You can mark them as changed orders to show on billing, not mark as change order to affect the original contract amount, or an Alpha to process later.
Header
The top section is called the header. It includes the Change Order detail and buttons for import.
Project Number - Enter the project number of the project you need to create a change order for. You can press F9 for a list of available projects. The project title is displayed next to the project number and the customer name displayed below.
Change Number - The next available change order number will be automatically determined by TRX.
Date - Enter the effective date of the change order. Pressing enter will populate this field with the current date.
Task - TRX will automatically populate this field with the default project task.
Sub Task - TRX will automatically populate this field with the default project sub task.
Burden Type - TRX will automatically populate this field with the default project burden.
Comments - Enter any comments pertaining to the Change Order.
Tax Authority - TRX will display the tax authority selected for the project.
Include on AIA - If checked the change order will show on AIA applications.
If you have a file from AQ including the details of the change order you can import it directly by using the "Import ADD from AQ" or "Import REPLACE from AQ" button. The add button is for items not already on the material plan while the replace option is used to switch item numbers of AQ lines that already exist in the project material plan.
Change Order Line Types
We have four different methods available to handle project line items alterations. The way we handle the line types differs depending on if the change order is marked as a change order or not.
Marked as Change Order
ADD items are inserted into the material plan with a change order number displayed in the PO tab. If the item is already on the Plan as a deleted item, the new item will carry the change order number along with the AQ Line Number. For example, if the Line is 1.0 and we deleted it on Change Order 2 and added a new item back as 1.0, then the new ADD would have an AQ Line Number of CO2—1.0 (duplicate AQ item numbers are not supported). These items are available for purchase after processing the change order. If an open PO created for the project exists for the manufacturer chosen by default TRX will add the item to that PO. However you have the option to change this behavior and specify how you want the PO to be altered in the "PO" tab.
CHANGE items can change any combination of the Qty, Cost, or Sell of an item. The net difference in cost and sell is reflected in the change order totals. If a PO has already been created for the item by default it will be modified to reflect any change in cost or Qty and the item marked as CHANGED on the PO (if it has been printed). However you have the option to change this behavior and specify how you want the PO to be altered in the "PO" tab. Change lines must always be entered manually as they cannot be imported from an AQ file.
Note: If the item you are changing has already been shipped we will update the shipping records with any changes that affect the sell price but this will not affect the actual costs recorded at time of shipping.
DELETE items set the Qty, cost and sell of the deleted item to zero in the material plan and mark the item with the change order number. If the item is already on a purchase order by default the system will revise the purchase order and set the item to CANCELLED status if the PO has been printed, or just delete the item altogether from the PO if the PO has not been printed. However you have the option to change this behavior and specify how you want the PO to be altered in the "PO" tab. Delete lines must always be entered manually as they cannot be imported from an AQ file.
Not Marked as Change Order
The following differences should be noted when not marking as a change order:
ADD items work similar to regular change orders except the line number remains the same as the AQ file without the "CO—1.0" prefix.
CHANGE Change Type is reserved for External Change Orders. You will need to either delete and add the items again to update Quantity, or manually adjust the pricing on the Material Plan.
REPLACE items can change the item, manufacturer or cost but NOT the sell price or quantity. For example if you need to swap an Alto Sham item for a Blodgett item this is the option to use. Replace lines can only be used in a change order not marked as a change order.
DELETE items actually remove the item from the material plan unless a PO has already been created. If a PO has been created and printed, the line item is set to zero Qty, sell and cost and the PO is revised to cancel the item by default.
Change Order Details
AQ Line – If you are adding a new line key in the AQ line number here. Any other line type it is best to press F9 for a list of AQ line numbers.
Add/Change/Delete – Specify the line type.
Qty – If adding or deleting an item then specify the quantity to add or delete. If changing then ignore this field as you will be entering the new quantity elsewhere. You cannot change the quantity for a replace line item.
Item – If adding or replacing then you will need to enter the item number or press F9 to search for an item. If you are dealing with a change or delete line then the item number is automatically populated from the material plan.
Unit – The items unit of measure, only needs to be keyed in for ADD items.
Price Tab
Warehouse – If working with an ADD line type then we automatically populate this with the default project warehouse but it can be changed if needed. This can only be changed if working with an ADD line type.
Mfg. – The manufacturer of the item. This can only be changed for ADD or REPLACE line types.
Unit Price – Enter the unit price of the item if using an ADD line type. If working with a CHANGE line item we display the new material price minus the old price here.
Tax – If using an ADD line type specify if the taxable status of the item.
Extended Price – Displays the total impact to the material plan. If working with a changed line item we display the new material price minus the old price * quantity.
Cost Tab
Cost – Enter the cost if working with an ADD or REPLACE line. If working with a CHANGE line item we show the new material cost – old cost here.
Extended Cost – The total change to the line item cost.
Vendor – Enter the vendor if working with an ADD or REPLACE line.
Install Tab
Install Amount – Enter the line item installation sell if working with an ADD item.
Install Cost – Enter the line item installation cost if working with an ADD or REPLACE item.
Freight Tab
Freight Amount – Enter the line item freight sell if working with an ADD item.
Freight Cost – Enter the line item freight cost if working with an ADD or REPLACE item.
PO Tab
Here you can override the default behavior for how TRX will handle the item with regards to purchasing.
Misc Tab
Print on Index Report – Choose whether you wish to include the item in the Operating Manual Index report.
Create PO Revision – If tracking PO revisions then you will have an option as to whether this change should create a PO revision or not. If blank then TRX will automatically determine if it should create a revision based on the PO status.
Change Details
If your cursor is on a CHANGE line then you are probably seeing the "Change" tabs which replace the default tabs described above in order for you to enter details regarding the change being made. If you need to toggle back and forth you can use the "Hide Change Details" button to see the original tabs. When the original tabs are displayed the button label changes to "Show Change Details."
Sell Change Tab
Quantity Change
Old – The original quantity
New – The new quantity
Change – Difference between the old and new quantity
Unit Price Changes
Old – The old unit price
New – The new unit price
Change – Difference between the old and new unit price
Cost Change Tab
Item Unit Cost Changes
Old – The old unit cost
New – The new unit cost
Difference – Difference between the old and new unit cost
Install Change Tab
Install Sell Change
Old Amount – The original install sell
New Amount – The new install sell
Install Cost Change
Old Cost – The original install cost
New Cost - The new install cost
Freight Change Tab
Freight Sell Change
Old Sell – The original install sell
New Sell– The new install sell
Freight Cost Change
Old Cost – The original install cost
New Cost - The new install cost
When finished then press the lightning bolt to process the change order. You will be given the option to print the change order.
