👀 Purpose
The contract sum in an agreement with a subcontractor rarely matches the final amount you actually end up paying. During the course of a project, orders, changes, or unforeseen conditions may arise that affect the delivery and, consequently, the cost structure. It is therefore essential to have a solid system for registering and following up on all costs resulting from such changes.
In AIMZ, you can easily register, track, and analyze all deviations between what was agreed in the contract and what is actually delivered.
🥅 Scope
In the Subcontractor Change Order (UE) menu, several actions are available. An overview of the most important ones is shown below and described in more detail in the following sections:
Create Subcontractor Change Order
Edit Subcontractor Change Order
🤸 Actions
Below is a detailed description of the available actions in the Subcontractor Change Order (UE) menu.
Create Subcontractor Change Order
Subcontractor Change Orders can be created by both the main contractor and the subcontractor.
A change can arise in two ways:
At the request of the main contractor, asking the subcontractor to perform work or deliveries that deviate from the original scope.
As a notice or claim from the subcontractor, when the subcontractor believes that conditions have arisen that are not covered by the contract and therefore requests compensation for additional work or extras.
Since change orders affect the final forecast, it is important that they are registered continuously throughout the project. This ensures that the final forecast always reflects an accurate and up-to-date view of the project’s financial status.
How to create a Subcontractor Change Order:
Click “+ Subcontractor Change Order” in the top-right corner above the table.
A new window will open where you can create the change order.Fill in the following information:
Subcontractor Change Order name
Change number
Revision number and date
Group – select an existing group or create a new one (e.g. changes with or without revenue)
Supplier
Contract
Date received
Date responded
(Optional) Link the change to an existing Expected Additional Cost.
If linked, the change will reduce the remaining value of the expected additional cost.
The cost will only impact the final forecast if the expected additional cost amount is lower than the change amount.
Add a description explaining the basis for the change.
Set the status of the change:
Notice – no specific amount, only an indication of a possible additional cost
Unresolved – the change has not yet been processed
Approved – the cost has been agreed upon by both parties
Rejected – the cost has not been approved
Disputed – there is a disagreement between the parties
Withdrawn – the change is cancelled in full
Add cost lines for the change.
Each cost line represents an addition to a selected account/product code and includes:Claimed cost – the amount being claimed
Cost – the part of the change that affects the final forecast
Click Save to complete the registration.
Edit Subcontractor Change Order
To edit an existing Subcontractor Change Order, do the following:
Click the Action button to the right of the change order you want to edit.
A dialog window will open, similar to the one used when creating a new Subcontractor Change Order.
Update the relevant fields.
Click Save to store the changes.
💡 Did you know…?
You can create or edit Subcontractor Change Orders directly from the Account/Product Code menu or the Purchasing menu linked to the relevant account/product code or contract. When doing so, the account/product code and contract are automatically pre-filled, making the process faster and reducing the risk of errors.
For more information, see the guides for Account/Product Code Administration and Contract Administration.
💬 Questions?
Didn’t find what you were looking for? Contact us at [email protected].