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Project Management – Managing Change Orders

Adding Change Orders to the FabSuite folder is easy and oh, so very helpful with the additional feature to link approved change order pricing to the Schedule of Values for billings.

We will work on some basic Change Order items in Project Management:

  • Adding a new Change Order
  • Adding attachments, emails and emails with attachments to the Change Order
  • Linking Approved Change Order amounts to the Schedule of Values in Contracts & Invoicing

Find the folder tab for ‘Change Orders’ in the Project Management window and click on it, opening the Change Order window.

 

 

 

 

 

 

 

Click the ‘New’ button at the bottom left.  The CO# field auto-populates with the next number, the CO Date with the current date.  The ‘Files’ will show the number of attached files.  Click the down pointing arrow for the ‘To’ field, and select to whom the document is to be sent.  Enter the Subject and Description of Change.  Use the options for additional time, cost and return request date.  Click ‘Add’.  The new change order is added to the list. After the ‘Add’ button has been clicked, click on the new entry to light up the ‘Attached Files’ button at the bottom right.  Notice the ‘0’ quantity under the ‘Files’ at the top right.  This will change to show the number of attached documents.

 

 

 

 

 

 

 

Click on the ‘Attached Files’ button to open the ‘Change Order Files’ window.  When first opened, this window will appear blank.  As files are added, you will be able to see the attached document list in this window.  Click ‘New’ at the bottom left to get started.

After the ‘New’ button has been clicked, the ‘Document Index’ window opens, allowing users to add any file on their system, Outlook emails, and Outlook Emails with attachments.  To test, click the ‘Add File’ button opening the browser window.  When you locate a file, double click on a file to add, returning to this ‘Document Index’ window.  Click the ‘Add Document Reference’ button at the bottom to save, returning to the ‘Add File’ window.

 

 

 

 

 

 

Returning to the ‘Add File’ window, you may type in any notes in the Description.  These files will be saved in your FabSuite Document Index folder and may be viewed by any program user.  Click the ‘Add Document Reference’ button to continue, returning to the ‘Change Order Files window.  You now have files showing in the list.  You may double click on them, or click to highlight and then click the ‘Open’ button to view your documents right from here!  You may add notes which further describe the document highlighted for future reference.  Click the Save button after doing so.

 

 

 

 

 

 

 

To experiment a bit more, click the ‘New’ button again to open the ‘Document Index’ window.  This time, try adding an Outlook Email.

 

 

 

 

 

 

Click the ‘Add Outlook Email’ in the center of the ‘Document Index’ window.  The ‘Add File’ window opens.

You will also notice the Outlook Icon blinking in the bottom of your screen, click on it and you will see the following message:

 

 

 

 

 

Click to checkmark the box for ‘Allow Access’.  Click to highlight (do not open) the email to be saved in Fabsuite.

 

 

 

 

 

 

 

The ‘Browse For Folder’ window opens with the folder which shows where the file is being saved, which is usually your Document Index Folder.  Click ‘OK’ to continue.  The opening of the Browser window is an opportunity to verify and/or change the file save location.  Remember though, if you change the save location, no other users will be able to see the file.  Just click ‘OK’ to continue.

Returning to your ‘Add File’ window, the entry now shows in the list.  The body of the email will appear in the ‘Description’ section of the window.  Click ‘Add File’ to continue, returning to the ‘Change Order Files’ window.

 

 

 

 

 

 

 

 

When finished with adding files, click the red ‘X’ at the top right of the window to close.

 

 

 

 

 

 

 

 

Returning to the ‘Change Orders’ window, notice that the number of attached files shows just under the word ‘Files’ in the top right of the window.  The quantity shown here is tied to the document highlighted in the list.  Whenever you wish to view the files, click the ‘Attached Files’ button.

Once approved, linking the change order to the Schedule of Values becomes available.  When executed, the change order amount will be entered into the Schedule of Values as a separate line item for billing.

 

 

 

 

 

 

Return to the Project Management window, and then click the button for ‘Contact & Invoicing’, opening the window.

 

 

 

 

Click the ‘Contract’ button at the bottom left of the Contract & Invoicing window, opening the list of Contract Items.

 

 

 

 

 

 

 

Click the ‘New Contract Item’ to add the new change order information

 

 

 

 

 

Click ‘New’ to get started.  Type in the change order Description, and then click the down pointing arrow at the right of the ‘Type’ field.  Select ‘Change Order’ and click ‘Save’ at the bottom of the window.  Notice that the ‘Amount’ is greyed out.  This is because the change order amount will populate based upon the approved change order price at the Change Order window.  Click the red ‘X’ at eh top right of the window to close this window and any other open windows until you return to the Project Management window.  Open the Change Order window again to link to the newly added Change Order Contract Item.

 

 

 

 

 

 

Returning to the Change Order window, click to checkmark the ‘Approved’ box at the bottom right.  Click in the box for ‘Answered Date’ and then select the date the answer was received.  Click the down pointing arrow to the right of the ‘Contract Item’ select the Contract item, and then click the ‘Edit’ button to save.  When you return to the Contract & Invoicing window, you will now see this change order item available for billing.  Don’t have a box for ‘Contract Item’?  No problem.  You may add that to the Change Order Input side of the window by return to the Maintenance – Project Management – Change Order: Edit Input Fields.

 

 

 

 

 

 

 

 

Click on the ‘Edit Types’ button, opening the Change Order: Input Fields window.

 

 

 

 

 

 

 

 

Click to highlight ‘Contract Item’ listed in the ‘Available Fields’, then click the right pointing arrow, moving it to the ‘Included Fields’ side.  Click Save.  Click the red ‘X’ to close both the ‘Change Order: Input Fields’ selection window and the small edit type pop up window.  Return to the ‘Change Order’ window and the input field for ‘Contact Items’ will now be available.

 

 

 

 

 

 

Follow the steps described above to select the link for the Change Order in Contract Items and then click the ‘Edit’ button to save.  You are good to go!  Continue with these instructions to view the available reports.

Click the ‘Change Orders’ dropdown and then click to select ‘Reports’ to view reports.

 

 

 

 

 

 

 

 

Report types auto-filter for the section of Project Management in which you are working, so the list of reports will be for Change Orders.

 

 

 

 

 

 

 

That is all there is with tracking change orders in the Project Management folder!  We hope you enjoy the ease and efficiency provided with the ability to attach emails and documents through Document Index, together with linking to Contracts & Invoicing in while using FabSuite Change Orders.

For this entry on Project Management – Change Orders, we have reviewed:

  • Adding a new Change Order
  • Adding attachments, emails and emails with attachments to the Change Order
  • Linking Approved Change Order amounts to the Schedule of Values in Contracts & Invoicing

Till next time!

Written by Kerri Olsen

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