(This page is under construction, click here to see legacy documentation.) 

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Overview:

This tab gives subcontractors using the Subcontract Portal screen the ability to submit variations for review by the contract administrator. Administrators can enter variations directly as well, and convert them into Work Orders so that the can be included in future Subcontract Claims.

Screen Guide:

Subcontractor Users

Starting from the perspective of a Subcontract User navigating to the tab from Subcontract Portal, the following screenshot is an example of what you will see:

Here, the subcontractor is entering a variation request for the Contract Administrator to review. It only has one line, but you can potentially have multiple lines for one variation.

• Add to WO is not available for subcontractors to edit.
• Details is a description of the variation event and should be unique and descriptive enough to quickly tell the difference between variations.
• Line Code is an optional field to differentiate between two or more lines.
• Unit is the unit of measurement for the Qty field.
• Rate is the cost amount per Qty.
• Qty is the number (or quantity) of items being requested for the variation.
• Cost is the product of Rate X Qty, and represents the total cost for this line.
• Subcontractor Comment is a place for you to add additional notes or reasoning for this variation. You can click on the blue pencil to expand the text box, or hover over the field to see the full text.
• Status shows what place this line is at in the approval process. It begins with Entered, then moves to Notified once you submit the line. Depending on the response, the status then moves to Accepted or Declined.
• Notified displays the date and person who has been notified once you submit the variation request by clicking Save and OK.
• Actioned displays the date and person who actioned the request, either accepting or denying.
• You can delete mistakenly created lines by ticking the Bin checkbox and clicking Save.

Auto-Claim Functionality:

• If the variation is being submitted near or post completion of work then you may want to claim the variation line as soon as it is accepted.
• This is indicated by ticking the Claim checkbox and providing the optional Claim Reference.
• If these fields are not available, then this functionality is not supported by the head contractor.
• The System Administrator can enable the Claim and Claim Reference columns in Grid Management, which are hidden by default.

Once you are finished filling out the line(s), submit the variation request by clicking Save and OK:

Clicking cancel will not send the request and keep the line(s) with a Status of Entered.

If the request is declined, you will be notified and the request will be archived. If it is accepted, the administrator will have added the request to a Work Order for you to claim.

Contract Administrator

If your company allows subcontract users to submit requests, you will receive a notification when they submit it to you:

Following this notification will bring you to your view of the request with additional fields:

• The Checkbox is used to tick all lines that you want to Decline, Accept to WOs, or to copy down using Defaults.
• Add to WO is required if you want to accept requests. If the WO that you want to add it to does not yet exist, click + New Work Order at the bottom to open a new tab with a new Work Order popup.
• The blue box with an arrow will, once populated, take you to the selected Work Order to view its contents.
• Job, Activity, and Work Centre are all required to allocate the cost of this request to.
• Description defaults to the Activity description but can be changed.
• Details can be updated by clicking on the blue pencil.
• The rest of the columns are the same as the previous section.
• Decline is used to reject variation requests, and can be used by ticking each line that you want to decline.
• Defaults is used to copy a highlighted line (green) to each ticked line. This speeds up creation of multiple similar lines, then changing what is different between them.
• Save must be clicked after making any changes.
• Accept to WOs will send the data of any ticked line that has been given an Add to WO link to that Work Order for future claiming.

If your company does not use Subcontract Users, you can still utilise this tab by entering any verbal or email requests as lines to keep track of all external requests. Alternatively, variations can be entered directly into Work Orders without using this tab if your company wishes it.

Next Steps:

This interface is meant to be used throughout the lifetime of the subcontract. Once variations are accepted, subcontractors can submit Subcontract Claims against the Work Order, or the contract administrator can enter them directly.