Overview:

This tab works in connection with the Subcontract Portal which gives the ability for subcontractors to submit variations. They can then be reviewed by the contract administrator for approval or disapproval. Administrators can enter variations here directly as well and convert them into Work Orders so that they can be included in future Subcontract Claims Tab.

Screen Guide:

Subcontractor Users

If you are using Subcontract Users who have the ability to submit requests through the Subcontract Portal, they will see the following:

Here, the subcontractor is entering a variation request for the Contract Administrator to review. The example has one line, but they can potentially request multiple lines at once, and it is up to you to distribute them into Work Orders or combine them into one.

• 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 they are finished filling out the line(s), they can 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, the subcontractor will be notified and the request will be archived. If it is accepted, they can include it in their next 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.

Next Steps:

This interface is meant to be used throughout the lifetime of the subcontract. Once variations are accepted here, approve the Work Order so that subcontractors can submit Subcontract Claims Tab, or the contract administrator can enter the claim directly.