Enter a PCO Change Order

Go to Job Contract Manager > Select Working Job (Figure 1).

Click the hyperlink of the job to enter a change order for (Figure 1)

Figure 1: Select Working Job

A sub-folder will appear in the tree menu with the selected job number. Go to Job Contract Manager > (selected job number) > Change Mgmt (Figure 2).

Click into the PCO tab (Figure 2). This is the tab for budget changes.

Then, click Add at the bottom of the screen (Figure 2).

Figure 2: Click Add in PCO Tab

Optionally, enter the Change Mgmt Number (Figure 3). If left blank, a number will be automatically created.

Enter a Description for the change order (Figure 3).

For the Change Mgmt Type field, PCO-Potential Change Order can impact contract amount. ICO-Internal Change Order has a cost-only impact. This example will be a PCO-Potential Change Order (Figure 3).

Select the appropriate Pricing Method (Figure 3). S-Simple is the standard choice.

1-LOG-Logged should be selected as the Status (Figure 3).

Transaction Date and Effective Date will pre-populate to today (Figure 3). They can be changed, but must be in open periods.

Optionally, enter in a person as the Responsible Party, or use the Personnel Lookup (…) (Figure 3).

Optionally, enter in a detailed description of the change order in the Detail field (Figure 3).

Figure 3: Enter in Change Order Details

In the Job section, select the appropriate Sales Series (Figure 4).

Select the appropriate billing type in the Row Type field (Figure 4).

Optionally, enter a TAX Code and/or Revenue Analysis to override those setups in the Sales Series chosen on this change order (Figure 4).

Figure 4: Enter in Change Order Job Information

Optionally, set a default WBS Code. This field may be missing if the job does not use WBS codes.

In the Revenue section, Billed is a manually updated field (Figure 5). If you are not tracking the Schedule of Values within COINS, you can check this checkbox once this change order has been billed.

Click Save in the lower-right corner of the page (Figure 5).

Figure 5: Enter in Change Order Information, Click Save

In the Detailed Pricing tab, click Add to add a new row (Figure 6).

Figure 6: Click Add

Enter the Cost Code (or WBS Code) for each change order line (Figure 7).

Cat (cost category) will pre-populate when the Cost Code is entered in, if the cost code has a default cost category. (Figure 7).

For non-labor cost codes, such as “Materials Purchased” in this example, enter in the Proposed Cost (Figure 7).

Alternately, for a labor cost code (“Field Labor” in this example), enter in the Cost Qty and Cost Rate, select the Un (Units – which should be HR for Hours), and the Proposed Cost will automatically calculate (Figure 7).

Click the floppy disk to Save each line (Figure 7).

Figure 7: Enter Each Change Order Line, Click Save

To increase the contract value, enter a line with the Revenue Only checkbox selected and values for Proposed Revenue entered, and click the floppy disk to Save (Figure 8).

Figure 8: Enter Revenue Change Order Line, Click Save

Continue adding cost lines as needed.

When finished entering the lines to the change order, the user can leave the page. At this point, the change order will be Logged, and will show up on the change order reports and in the “pending” budget of a job. However, it will not impact the approved current budget of the job.