Change Request - Schedule of Values - Line Item - Company

Updated 2 weeks ago by Customer Service

Suggested Prior Reading

Change Request - Schedule of Values - Add Line Item

OR

Change Request - Schedule of Values - Edit Line Item (before Save)

OR

Change Request - Schedule of Values - Edit Line Item (after Save)

Change Request - Schedule of Values - Line Item - Company and Commitment

Entering a Company

Having a Company for a Change Request Schedule of Values Line Item supports the process of the Subcontractors or Vendors being hired to do the change work, that work can be managed and then the Vendor or Subcontractor can be paid for the work.

Each Line Item on the Change Request Schedule of Values can be managed and populated for a Company in different ways:

• If the Line Item from the Change Request is created on a Commitment or a Commitment Change Order Schedule of Values, the Company is automatically populated with the Contracted Company from the Commitment or Commitment Change Order and can't be changed. In this case, it can only be viewed.
• The Company can be selected from a list of all the Commitments created for the Project. This association is entered as a reference and is used in some functions, see Change Request - Schedule of Values - Line Item - Company and Commitment. It can be changed as long as the Change Request is in a Status that enables editing. This is different than above as the Line Item is associated with the Company, however the Line Item is not actually created on a Commitment or Commitment Change Order.

See below for more information on each way the Company is populated.

When a Commitment is entered, the Company is automatically populated with the Contracted Company (and Contact) for that Commitment.

If a Company is entered, only Commitments for that Company display in the Commitment drop down (if the Commitment can be changed).

Note* How columns display for the Line Items on the Schedule of Values display depends on various factors, see Change Request - Schedule of Values – Layout and Navigation.

Creating the Line Item on a Commitment or a Commitment Change Order Schedule of Values

If the Line Item is created on a Commitment or a Commitment Change Order Schedule of Values:

• The Company is updated here (overwriting any previous entries).
• The Company will be a display only and can not be changed. See Display of Company for when it can't be changed below for more information.

Associating the Line Item from a Change Request to a Company

If the Change Request Line Item has not been created on a Commitment or Commitment Change Order and is in a Status that enables editing, the Company column is both a display and a drop down. If it is a display and drop down, the Commitment can be entered during the add of a new Line Item or it can be edited on existing Line Items (see Suggested Prior Reading above).

When the Company is a drop down, the Line Item can be associated to a Company or the existing one changed by clicking on the drop down. The drop down displays:

• All Companies that Commitments are created for display. If more than one Commitment is created for the same Company but with a different Contact, the Company appears twice in the list (once for each Contact). The Commitment would need to be reviewed to see which Contact is assigned.
• The Status of the Subcontract or Purchase Order does not matter, all Companies for which Subcontracts or Purchase Orders are created appear in the drop down list regardless.
• It can be entered or changed in the drop down until:
  • The Change Request Status is set to Approved, Rejected or Void (see Change Request - Status)
    OR
  • Its created on a Commitment or Commitment Change Order (see above).
    Then it becomes display only. (See Display of Company for when it can't be changed below for more information).

Where the Company is Used

RFQs

If an RFQ is created for the Line Item, the Company (and Contact) will automatically populate on the Send RFQ form (but can be changed before the RFQ is created).

If the RFQ is approved, the Company on the Change Request Line Item will be automatically updated with the Company from the RFQ (and any previously entered Company is overwritten).

Even if the Company on the Change Request Line Item is updated from an RFQ it can still be changed on the Change Request Line Item (as long as the RFQ is in a Status that enables editing).

Note* In some cases, it is possible that a Company could be listed more than once if there is more than one Commitment and/or Commitment Change Order assigned to the Company but with different Contacts. Although this is an unlikely scenario, it may occur and to see the Contact to whom any RFQs would be sent, the Commitment/Commitment Change Order would need to be reviewed.

New Purchase Order/New Subcontract

If the Line Item is not already created on a Commitment or Commitment Change Order, the Company is used to automatically prepopulate the Contracted Company (and Contact) for a:

• New Purchase Order
• New Subcontract

But can be changed during the add (so the Company on the Change Request Line Item could be different than the Company on the Commitment Line Item).

Note* If more than one Line Item is selected with a Company entered, the first Company for the first selected Line Item is used.

When the Commitment or Commitment Change Order that the Change Request Line Item is created on is Approved, the Company from the Commitment or Commitment Change Order Company is entered here (and any Company was previously entered are over-ridden). The Company on the Change Request Line Item can then no longer be changed once its created on a Commitment or Commitment Change Order. (See Assign Change Request Line Items to Contracts and Commitments - Overview (Grouped List View) OR Assign Change Request Line Items to Contracts and Commitments - Overview (Simple List View) for more information).

Help

This help covers:

• Entering a Company when adding new Line Items
• Changing the Company for existing Line Items
• Enter other Line Item Information or Save the Change Request
• Display of Company when it can't be changed

To Enter a Company when adding new Line Items

After the Cost Type is selected the Company column may be automatically selected. See Change Request - Schedule of Values - Line Item - Cost Type.

1. If the Company column is not selected, click on it to select it.

After the Company column is selected (either automatically or by clicking on it):

• The Company drop down displays.
• All Companies/Contacts for which a Commitment has been created are displayed (regardless of the Status of the Commitment)

1. Click on a Company in the list to select it.

The Company displays in the field and the Commitment column is automatically selected. It will display only the Commitments for that Company/Contact.

To Change the Company on Existing Line Items (if the Schedule of Values is not yet saved)

The Company can be changed as long as the Change Request Status is not Approved, Void or Rejected.

When it can be changed, it will appear as a drop down with any current selected Company listed in the box.

To change the Company or enter it if left blank, follow the steps above.

Note* If a Commitment was already entered and the Company is changed, the existing Commitment will be removed.

Save the Change Request (and end this session)

Enter other Line Item Information, see More Information below.

OR

Click the Save button (at the bottom of the form) to save the Change Request.

OR

Click the Save & Email button (at the bottom of the form) to save the Change Request and email it.

OR

Click the Close button (at the bottom of the form) to close the form without saving the Change Request.

Click here for more information on the Close function.

If no information was changed or entered, the list the add or edit function was invoked from displays, see Next Steps below.

If information was changed, then an additional prompt displays indicating there were changes and additional prompts on what to do.



Click the Cancel button to cancel the Close action and return to the Change Request View/Edit form (see the steps above)
OR
Click the Don't Save button to cancel changes to the Change Request. The list the add or edit function was invoked from displays, see Next Steps below.
OR
Click the Save button to save the Change Request including any information on the General, Schedule of Values or Financial Markups components. The list the add or edit function was invoked from displays, see Next Steps below.

Display of Company for when it can't be changed

The Company is drop down that can be changed until either one of the following occurs:

• The Change Request Status is changed to Approved, Rejected or Void.
• The Change Request Line Item is created on a Commitment or Commitment Change Order

Once one of the following occurs, the Schedule of Values can no longer be changed. The Company will no longer be a drop down but is display text.

The display text is in blue text and it can be clicked on to go to the View/Edit Project Contract form (see Project Contacts (Other) - Edit).

More Information

Enter or review other Schedule of Values, Line Item information:

• Commitment - see see Change Request - Schedule of Values - Line Item - Commitment.
• Description - see Change Request - Schedule of Values - Line Item - Description.
• Cost - see Change Request - Schedule of Values - Line Item - Cost (Quantity/Unit/Price).
• Revenue - see Change Request - Schedule of Values - Line Item - Revenue.
• Over/Under - see Change Request - Schedule of Values - Line Item - Over/Under.
• Financial Markups - see Change Request - Schedule of Values - Line Item - Financial Markups.
• Tax Codes and Tax, see Change Request - Schedule of Values - Line Item - Tax Code and Tax.
• Subtotal - see Change Request - Schedule of Values - Line Item - Subtotal.

View, add or edit General Change Request information, see Change Request - Add - General OR Change Request - Edit - General.

Review all Financial Markups, see Change Request - Financial Markups - Overview.

If this is an existing Change Request (that was previously added and saved and is not Void or Rejected), review and manage RFQs, see RFQs - Overview.

Next Steps

Grouped List View

Simple List View

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