Register Contract Change Order

Explanation

Use this activity to capture a change requirement and create a contract change order with the information that justifies the change to a contract or project. The default value in the Status field is Preliminary. After the general information has been captured the next activity will be to decide if this change should continue in the flow and be investigated or if it should be canceled.

Prerequisites

• A company should exist.
• If the Contract Change Order is created against a sub contract and should be possible to view externally by a supplier, this supplier must be defined as a business-to-business (B2B) supplier.

System Effects

• A contract change order is created in Preliminary status.
• A history record is created and displayed in the Contract Change Order/History tab.
• A Contract Change Order is visible by a B2B supplier if the B2B Status of the Contract Change Order is set to Released.

Window

Contract Change Order

Related Window Descriptions

Contract Change Order
Contract Change Orders
Contract Change Order/General
Contract Change Order/Contacts
Contract Change Order/History

Procedure

From the Contract Change Order window:

1. Open the Contract Change Order window and create a new record (F5).
2. Enter an ID in the Change Order No field. The field can be left empty if any applicable Change Numbering rules have been set up in the Contract Change Basic Data/Change Numbering tab.
3. Enter a short description in the Change Order Name field.
4. The company will be defaulted to the default company of the logged in user, but the value can be changed in the Company field. Use the List of Values to select from the valid companies.
5. Optionally, (but mandatory before the contract change order can be set to the Analyzed status), enter a value in the Change Type field. Use the List of Values to select from the valid change types.
6. Optionally, enter a priority in the Priority field. Use the List of Values to select from the valid priorities. You can enter also prioritize the change orders at a later stage.
7. The currency will be defaulted from the selected company but can be changed in the Currency field. Use the List of Values to select from the valid currency codes.
8. When a change type has been entered: Depending on the change source of the change type selected, it is mandatory to enter values in the following fields:
    
   • Change Source is Customer: enter Customer ID and Sales Contract ID, optionally enter a Project ID.
   • Change Source is Supplier: enter Supplier ID and Sub Contract ID, optionally enter a Project ID.
   • Change Source is Project: enter Project ID.
     
     Use the List of Values to select appropriate values. Optionally, enter a reference number for the customer or supplier in the Customer Reference or Supplier Reference fields respectively.
9. Describe what needs to be changed in the Description of Change field.
10. Optionally, enter a brief description about the reason for the change in the Reason for Change field and what the proposed solution is in the Proposed Solution field.
11. Optionally, enter different classifications of the change by entering values in the Reason ID and Category 1-4 fields. Use the List of Values to select from valid change reasons and change categories.
12. Optionally, enter the person who has requested this change in the Requester ID field. If it is an internal requestor, select a person using the List of Values. If it is an external requestor it is possible to select a Contact Person that has been entered in the Contract Change Order/Contacts tab by using the List of Values.
13. Optionally, enter the person who will be responsible for this Contract Change Order in the Responsible ID field. Use the List of Values to select from valid persons.
14. Save the record.
15. Optionally, if the Contract Change Order should be visible by a B2B supplier right click and click B2B Status, and then select the Release menu option.

Note: A lot of other information can be entered, but it is optional. For further information on what can be entered, see the related window descriptions.

Note: Change Type and corresponding contract or project information is mandatory to be able to set the status of the contract change order to Analyzed.

From the Sales Contract or Sub Contract window:

1. Open the Sales Contract or Sub Contract window and query for the required contract.
2. Right-click and click the Create Contract Change Order menu option.
3. In the Create Contract Change Order dialog box that opens enter a change order number and a description.
4. Enter a change type for the CCO or select from the List of Values.
5. You can also enter the priority, requester and a responsible person for the CCO as well.

From the Project Navigator window:

1. Open the Project Navigator window and query for the required project.
2. Right-click and click the Create Contract Change Order menu option.
3. In the Create Contract Change Order dialog box that opens enter a change order number and a description.
4. Enter a change type for the CCO or select from the List of Values.
5. You can also enter the priority, requester and a responsible person for the CCO as well.