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Workflow for Commitment Change Orders?

  • 3 October 2023
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Looking for best practices on adding change orders to an existing commitment?

Right now we’re adding line items to the bill but I don’t think that’s the proper way to capture a commitment change order.  If anyone can link a video on how to do this or describe best practices it would be very helpful! Thank you!

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Best answer by StevenRatner 3 October 2023, 14:47

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Here are my best practices:

 

 Change Order:

  • Navigate: From the Acumatica dashboard, navigate to the project containing the existing commitment.
  • Change Order Section: Locate and access the change order section or module within the project.

Create a New Change Order:

  • Option to Add: Look for an option to add or create a new change order. This could be a button or link labeled "Add"
  • Form: A form or template should appear where you will input the details of the change order.

Populate Fields:

  • Scope of Change: Describe the specific changes required, such as added tasks, modifications, or deletions.
  • Cost: Estimate the additional costs or savings associated with the change order.
  • Schedule Impact: If applicable, provide details on how the change will affect the project’s timeline.

Attachment of Relevant Documents:

  • Supporting Documents: Attach any drawings, specifications, or other documents that provide additional information or clarification on the change order.
  • Document Management: Ensure that documents are labeled and organized for easy reference.

Associating with Existing Commitment:

  • Commitment Identification: Identify the existing commitment that the change order is associated with.
  • Link: If possible, link the change order directly to the existing commitment to maintain an organized record.

Additional Details:

  • Justification: Provide a thorough justification for the change, explaining why it's necessary and beneficial.
  • Impact Analysis: Include an analysis of the change's impact on the project’s scope, budget, and schedule.

Submission for Review:

  • Internal Review: Before official submission, have the change order reviewed internally to ensure accuracy and completeness.
  • Adjustments: Make any necessary adjustments based on internal feedback.

Save & Record:

  • Save: Save the change order in the system.
  • Record Keeping: Ensure that the change order is recorded for easy retrieval and reference.

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