Enable Change Orders
The change orders column in the project budget is disabled by default. To enable this feature:
Navigate to any Project Budget view
Select a project from the navigation panel on the left-side of the screen
The project budget is the default view for any project
Select the configuration ▦ Nine Squares to the left of the Export button in the budget toolbar
Select the ☑️ Checkbox on the Change Orders option
💡 This menu can also enable budget columns for Materials Presently Stored and Retainage.
Change Order Types
The change order tool can be used in a variety of different ways. These include:
A Contract Change Order affecting a Contract / Purchase Order
A Prime Change Order affecting the Project Budget
💡 Change Orders can be challenging to manage. They can affect a contract with a subcontractor, cause the project budget to change and everything in between. The inBuild Change Order tool is purposely built to help simplify the entire process.
Change Order Scope
❗❗❗ If your change order is not reflecting in the project budget, double-check the scope for the schedule of values. It may be defined as In-Scope by default. ❗❗❗
The change order SOV can be defined as In-Scope or Out-of-Scope in the context of the project budget.
In-Scope means that the change order is within the scope of the original budget estimate and will not post the change order amount as an addition to the budget. This means that the SOV on an In-Scope change order will not reflect in project under column Change Orders or Revised Budget.
Out-of-Scope means that the change order SOV will affect the project budget, and all SOV amounts will be treated as additions to the original budget estimate, reflecting as such in the project budget under the Change Order and Revised Budget columns.
Change the scope of the change order by selecting the 🔽 Scope Dropdown in the upper right-hand corner of the change order SOV and select one of the two options.
Enter an 'Prime' Change Order
Change Orders can be entered through the project budget itself by entering an amount into the change order column, or they can be added by navigating to the change orders tab at the top of the project page.
Through the Project Budget
Single Item
Expand the project budget to find the relevant Budget Item
Click the 📝 Edit icon to the left-hand side of the row
🔢 Add the amount in the Change Order column
Click the 💾 Save icon to the left-hand side of the row
Multi-Item
Follow steps 1 - 4 from above
Open the newly created change order by selecting the blue Change Order Amount
Open the Change Order by clicking the blue Order Number
Edit the Change Order SOV table
Add Line items and amounts
Save the changes
Through the Change Orders Tab
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Once your change order has been created, navigate to the bottom of the page and click 📝 Edit in the lower right-hand corner. This will open the schedule of values for editing. Enter the relevant items for the change order and click 💾 Save when you're done.
For the change order to affect the project budget, make sure you adjust the Scope to Out of Scope. This will allow the change order SOV to be included in the Revised Budget column calculations.
Enter a Contract Change Order
Through the Change Orders Tab
Verify that the vendor contract has already been created in the project
Navigate to the Change Orders tab
Create a new change order by clicking ➕ Add New Change Order
Enter the change order information in the Create Change Order form
Contract is required
Order Number is required
Best practice for naming is a simple number in the Order Number field (ie. 001, CO-01, etc.) and the general scope of work in the Order Title (ie. Excavation, Plumbing CO, etc.)
If entering an already existing change order, it is recommended to set the Status to approved
Click 💾 Submit
Once your change order has been created, navigate to the bottom of the page and click 📝 Edit in the lower right-hand corner. This will open the schedule of values for editing. Enter the relevant items for the change order and click 💾 Save when you're done.
For the change order to affect the project budget, make sure you adjust the Scope to Out of Scope. This will allow the change order SOV to be included in the Revised Budget column calculations.
Through the Contract Details Page
Navigate to the relevant contract and open the Change Orders tab. This will show the list of currently existing change orders on a given contract, and will also allow you to add a New Change Order. After clicking the button, follow steps 1 - 5 above and enter the relevant information for the new change order.
FAQs
What is the difference between In Scope and Out of Scope?
What is the difference between In Scope and Out of Scope?
The original budget is the Scope of work to be completed. Does the Change Order fall within the scope of the original work or is it outside the scope of work?
Example: If the owner requests something that was not originally budgeted for then the Change Order is Out of Scope.
How do I add multiple line items to a Budget Change Order?
How do I add multiple line items to a Budget Change Order?
Once a new Budget Change Order is created in the budget row, click on the amount in the Change Order column. Open the Change Order by clicking the Order Number. Add the remaining line items to the Change Order. Select Out of Scope. Then choose the appropriate billing period.