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Managing PM Subcontract Change Orders

PM Subcontract Change Orders creates and maintains subcontract change orders (SCOs / SubCOs): change scope on existing SL items or add new items, optionally Create and Send the SCO document, approve, then interface. It does not create new subcontracts. SCOs entered in PM and interfaced to SL are available in both modules; an SCO created only in SL Change Order Entry is not available in PM. The process is nearly the same as PM PO Change Orders.

Before you start​

  • Project and subcontract exist.
  • Subcontract is Approved on PM Subcontracts Info (need not be interfaced yet). Lookup allows Open (interfaced from PM or created in SL) or approved-not-interfaced.
  • Only SL item types 1-Regular or 2-Change Order can be on an SCO (no back charges or add-ons).
  • Status defaults from the first SUBCO-category status in PM Status IDs, else Default Beginning Status on PM Company Parameters.

Steps​

1. Create the SCO​

  • Manual: Project + Subcontract, then + Tab for next SCO number; or New Record; or type a new number and Tab. F4 lists existing SCOs.
  • From a PCO: On Pending Change Order estimate/purchase detail, link an approved subcontract (SL / PO-SL Item), then auto-create on PCO approve, or Create → Subcontract Change Order before approve, or link an existing SCO via SubCO / SubCO Seq.
  • Also from PM Subcontract Detail (Sub CO, when record type is Pending/Approved CO) or PM Subcontracts Non-Interfaced tab (SubCO).

2. Add lines​

Sequence auto or N/+. SL Item: F4 existing (types 1 or 2 only), or N/+ for a new item (always type 2-Change Order — cannot change type). New items appear on PM Subcontracts Non-Interfaced.

You cannot change phase, cost type, UM, or unit cost on an existing SL item — create a new item instead. A phase not on the project is added when the SCO item is saved.

Amount is the change amount (not total after change). Unit-based = Units × Unit Cost; LS disables Units and Unit Cost. WC Ret % / SM Ret % default from the contract item retainage for the phase; locked after interface. Remove Item from SCO does not remove the item from the subcontract.

3. Optional Create and Send​

Generate/email the SCO. Send with Transmittal requires Document Type.

4. Approve and interface​

  1. Approve (or select Default Final Status) — approves the SCO and all items; fills Approved date.
  2. To interface only some lines: check Interface on those lines and Ready for Accounting on the header.
  3. Tasks → Open PM Interface (or run PM Interface). An item interfaces only when Ready for Accounting and that line’s Interface are both checked.

Totals (include tax)​

  • Original Subcontract — regular + add-on items only.
  • Prior Approved Change Orders — lower SCO # with Interface, and (on an ACO or final-status SCO) with Ready for Accounting, not yet interfaced; or already-interfaced items. Excludes back charges.
  • Current Subcontract = Original + Prior Approved.
  • Pending Sub CO = current SCO including tax.
  • Other Pending Sub COs — Interface checked, lower SCO #, not approved / not final status; excludes back charges, ACO-assigned, and interfaced. (Help’s “Pending Subcontract = Current + Pending Subcontract” formula is circular — treat as Current + Pending Sub CO.)

Estimate strip (display): Available Estimate, Non-Interfaced, Remaining Estimate.

Notes​