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Managing PM Change Order Requests

PM Change Order Requests creates and maintains change order requests (CORs) — a formal request to the owner/customer for a scope change and agreement to pay. Pending change orders (PCOs) are internal records attached to a COR; this form is not the PCO form.

Flow: add PCOs to a COR → optionally Create and Send the COR to the owner → approve the PCOs into an ACO → interface with PM Interface.

Before you start​

  • Contract is already interfaced to accounting (PM Interface). A pending (non-interfaced) contract cannot be selected.
  • Unapproved PCOs exist for projects on that contract, with a PCO Type that is a PM Document Type in category Pending Change Order.
  • Status IDs and Default Beginning Status are set in PM Status IDs and PM Company Parameters.

Steps​

  1. Open PM Change Order Requests. New COR: New Record (number appears after Contract — Tab to accept), or type + then Tab, or type a new number then Tab. F4 lists existing CORs. (Help’s numeric range text is garbled; use the UI.)
  2. Enter Contract, Description (60), Details, Document Type, Date (defaults today), Status (PM Status ID; defaults to company beginning status), Change in Days, New Completion Date, and Sent / Due Back / Received / Approved dates as needed.
  3. On the PCOs tab (or Tasks → Add PCOs), add one or more unapproved PCOs via PM Add Records. All items on each selected PCO are included. Related Items links them to the COR. Only PCOs for projects on the contract whose type matches Project + PCO Type are eligible.
  4. Optionally set Distribution for Create and Send (Send must be checked). Send Type = To creates a unique document per contact.
  5. Optionally Create and Send the COR to the owner (Send Message, Send Document, or Send with Transmittal — last requires Document Type). Icon hidden if Create and Send is deactivated in PM Create & Send Settings.
  6. After the customer approves: Tasks → Approve PCOs opens PM Approve PCOs with this COR’s PCOs loaded — that creates a new ACO or adds items to an existing ACO (Managing PM Approved Change Orders).
  7. Run PM Interface to push approved items to accounting modules.

System COR Status (read-only)​

Separate from the editable Status field: No PCOs → Not Approved (none on an ACO) → Partially Approved → Approved (all on ACOs).

Totals and days​

Info totals are a snapshot when PCOs are added: Original Contract Amount; Previously Authorized Contract Changes; Current Change Order Request (PCOs on the tab); Current Contract Amount. They do not auto-refresh when those PCOs change — use Tasks → Refresh Totals. Adding a new PCO only adds that PCO’s amounts.

Change in Days on the COR does not change days on PCO items. It defaults from attached PCOs and can be overridden. PCO item days update the contract’s current days only when the PCO is approved. New Completion Date defaults to contract projected completion + COR Change in Days.

There are no estimate/unit-price fields on the COR — dollars come from PCO items.

Notes​