Enter Owner Change Order Screen Field Reference

The Enter Owner Change Order screen contains the following tabs:

General tab
CMRs tab
Billing Codes tab
Lien Notices tab
Contacts/Routing tab
Activity/History tab
Referenced Documents tab
Binder tab
Footer
Billing Options popup window
Project Billing Details popup window
Change Management Records popup window

General tab


Field	Description
Owner CO Date	Initially displays the current date. Enter the date the owner change order was received or click to select the date from a Date Picker.
Owner CO Type	Enter the code for the Document Management Types screen or click to select the checklist type from a Lookup List.
Owner CO Stage	Initially displays the default stage from the Project Settings screen. Click to select the stage for the owner change order. Approved - When you select this stage, ProContractor creates the project billing codes. If the Sync CMR Budget Effective Date with Approved Stage Date checkbox on the Project Settings screen is selected, when you save the owner change order with this stage, ProContractor updates the budget effective date with the stage date. Pending - When you select this stage, the Billing Code Setup button is disabled and any project billing codes are deleted. Rejected/Cancelled - When you select this stage, any project billing codes are deleted, the Billing Code Setup button is disabled, and the change management record cannot be associated with another owner change order.
Stage Date	Displays the date the owner CO stage was changed. When you change the owner CO stage, ProContractor updates this field with the current date.
Document Form	By default, displays the form associated with the selected owner CO type. If needed, enter the code for the Modify Forms screen for the checklist or click to select the document form from a Lookup List.
Create from CMRs	Select the checkbox to create the owner change order from one or more change management records. When you select the checkbox, use the CMRs tab to select the change management records to use as the basis of the change order. Deselect the checkbox to create the owner change order without using change management records. When you deselect the checkbox, use the Billing Codes tab to add billing information to the change order.
Print on Invoice	Select the checkbox to include the owner change order on invoices when the owner CO stage is Pending. Deselect the checkbox to exclude the owner change order from invoices when the owner CO stage is Pending. This checkbox does not affect when owner change orders with an owner CO stage of Approved are included on invoices.
Owner	By default, displays the current ProContractor user ID. If needed, enter the ID for the change order Users screen or click to select the owner from a Lookup List.
Assigned To	If there is only one person on the Distributions tab who has a distribution type of Action Required, displays that user. If multiple people have a distribution type of Action Required, displays Various. If no one has a distribution type of Action Required, the field is blank.
Priority	Click to select the priority of the owner change order. High Normal Low
Status	Click to select the status of the owner change order. Active - Owner change order is available for use and appears in lookup lists. Inactive - Owner change order is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.
Closed Date	If the status type sets the checklist state to Inactive, enter the date the checklist is closed or click to select the date from a Date Picker.
Memo	Enter any comments or notes about the owner change order.
Billing - The fields in this area are display only.
Add/Edit Billing Format	Click Add/Edit Billing Format to display the Billing Options popup window, which enables you to review the billing format for the owner change order. You need to review this popup window to activate the CMRs tab and Item Lines tabs.
Billing Code Setup	Click Billing Code Setup to display the Project Billing Details popup window, which enables you to access the billing codes for a specific billing format and customer combination.

CMRs tab

Each row in the grid is a change management record associated with the owner change order with the billing format selected on the General tab or a blank billing format. This tab is only displayed if you selected the Create from CMRs checkbox on the General tab.

Click to add a row to the grid. Click to delete the active row from the grid. When you add a row to the grid, the Change Management Records popup window is displayed, which allows you to select change management records to associate with the change order. If the CMR is not in a stage that allows creating an owner change order, you are prompted to update the CMR stage for the CMR. The fields on this tab are display only.


Field	Description
COR	Displays the change order request for the change management record.
CMR	Displays the code that identifies the change management record associated with the owner change order.
Description	Displays the description of the change management record.
CMR Type	Displays the CMR type for the change management record.
CMR Date	Displays the date for the change management record.
Stage	Displays the stage for the change management record.
Stage Name	Displays the name of the stage for the change management record.
CMR Billing Format	Displays the billing format for the change management record.
Proposed Contract Amount	Displays the proposed contract amount for the change management record.
Accepted Contract Amount	Displays the accepted contract amount for the change management record.
Billing Code sub-grid - Each row in the grid is a billing code for the change management record. This sub-grid is not available if the CMR billing format is a time and material billing format. Click to add a row to the grid. Click to delete the active row from the grid. See Grids for tips on using grids in ProContractor.
Billing Code	Enter a billing code in the format defined in the Project Billing Format screen or click to select a billing code from a Lookup List. If the billing code is a ‘header’ level billing code (a level 1 billing code, a level 2 billing code, or a level 3 billing code which has associated level 4 billing codes): then the only fields available in the row are Billing Code, Name, and Sort. And the row will not have any project cost codes or tax details. Header level billing codes must be entered before the lower level billing codes. Billing codes cannot be added, deleted, or modified if there is an unposted contract invoice for the selected company, project, billing format, and customer combination.
Billing Code Name	Enter a name for the billing code. If you change the name, any row with the same billing code and a value in the Owner CO field will be updated with the new name.
Notes	Enter any comments or notes about the billing code.
Quantity	If the billing format is Unit Billing, by default displays the original quantity. If needed, enter the quantity for this billing code item.
UOM	If the billing format is Unit Billing, enter the code for the Unit of Measure screen for this billing code item or click to select a unit of measure from a Lookup List. If you change the unit of measure, any row with the same billing code and a value in the Owner CO field will be updated with the new unit of measure.
Unit Price	If the billing format is Unit Billing, by default displays the original unit price. If needed, enter the unit price for this billing code item. When you save the owner change order, the billing code on the project is updated with the new unit price.
Proposed Contract Change	If the owner CO stage is not Approved, enter the proposed amount for the contract change. If the owner CO stage is Approved, this field is disabled. If the Track Revenue by Project Cost Code checkbox is selected on the billing format on the , this field is disabled. In this case, use the Proposed Contract Change field in the Project Cost Code sub-grid.
Accepted Contract Change	If the owner CO stage is Approved, enter the amount of the contract change. If the owner CO stage is not Approved, this field is disabled. If the Track Revenue by Project Cost Code checkbox is selected on the billing format on the Change Management Record Type & Stage screen, this field is disabled. In this case, use the Accepted Contract Change field in the Project Cost Code sub-grid.
Project Cost Code sub-grid - Each row in the grid is a cost code for the billing code. This sub-grid is only displayed if the Track Revenue by Project Cost Code checkbox is selected on the billing format on the Change Management Record Type & Stage screen. Click to add a row to the grid. Click to delete the active row from the grid. When you add a row to the grid, you are prompted to select one or more cost codes to add to the grid. See Grids for tips on using grids in ProContractor.
Project	Displays the code that identifies the project.
Cost Code	Displays the code that identifies the cost code.
Cost Code Name	Displays the name of the cost code.
Proposed Contract Change	If the owner CO stage is not Approved, enter the proposed amount for the contract change. If the owner CO stage is Approved, this field is disabled.
Accepted Contract Change	If the owner CO stage is Approved, enter the amount of the contract change. If the owner CO stage is not Approved, this field is disabled.

Billing Codes tab

Each row in the grid is a billing code for the change order. This tab is only available if you did not select the Create from CMRs checkbox on the General tab and the billing format is not a time and material format. Click

to add a row to the grid. Click

to delete the active row from the grid. See Grids for tips on using grids in ProContractor.


Field	Description
Billing Code	Enter a billing code in the format defined in the Project Billing Format screen or click to select a billing code from a Lookup List. If the billing code is a ‘header’ level billing code (a level 1 billing code, a level 2 billing code, or a level 3 billing code which has associated level 4 billing codes): then the only fields available in the row are Billing Code, Name, and Sort. And the row will not have any project cost codes or tax details. Header level billing codes must be entered before the lower level billing codes. Billing codes cannot be added, deleted, or modified if there is an unposted contract invoice for the selected company, project, billing format, and customer combination. To delete a billing code that has been included on a posted contract invoice, use the Adjust Contract Invoices function.
Billing Code Name	Enter a name for the billing code. If you change the name, any row with the same billing code and a value in the Owner CO field will be updated with the new name.
Notes	Enter any comments or notes about the billing code.
Quantity	If the billing format is Unit Billing, by default displays the original quantity. If needed, enter the quantity for this billing code item.
UOM	If the billing format is Unit Billing, enter the code for the Unit of Measure screen for this billing code item or click to select a unit of measure from a Lookup List. If you change the unit of measure, any row with the same billing code and a value in the Owner CO field will be updated with the new unit of measure.
Unit Price	If the billing format is Unit Billing, by default displays the original unit price. If needed, enter the unit price for this billing code item. When you save the owner change order, the billing code on the project is updated with the new unit price.
Proposed Contract Change	If the owner CO stage is not Approved, enter the proposed amount for the contract change. If the owner CO stage is Approved, this field is disabled. If the Track Revenue by Project Cost Code checkbox is selected on the billing format on the Change Management Record Type & Stage screen, this field is disabled. In this case, use the Proposed Contract Change field in the Project Cost Code sub-grid.
Accepted Contract Change	If the owner CO stage is Approved, enter the amount of the contract change. If the owner CO stage is not Approved, this field is disabled. If the Track Revenue by Project Cost Code checkbox is selected on the billing format on the Change Management Record Type & Stage screen, this field is disabled. In this case, use the Accepted Contract Change field in the Project Cost Code sub-grid.
Project Cost Code sub-grid - Each row in the grid is a cost code for the billing code. This sub-grid is only displayed if the Track Revenue by Project Cost Code checkbox is selected on the billing format on the Change Management Record Type & Stage screen. Click to add a row to the grid. Click to delete the active row from the grid. When you add a row to the grid, you are prompted to select one or more cost codes to add to the grid. See Grids for tips on using grids in ProContractor.
Project	Displays the code that identifies the project.
Cost Code	Displays the code that identifies the cost code.
Cost Code Name	Displays the name of the cost code.
Proposed Contract Change	If the owner CO stage is not Approved, enter the proposed amount for the contract change. If the owner CO stage is Approved, this field is disabled.
Accepted Contract Change	If the owner CO stage is Approved, enter the amount of the contract change. If the owner CO stage is not Approved, this field is disabled.

Lien Notices tab

Use the Lien Notices tab to indicate that ProContractor will create a lien notice record when the change order is approved. Each row in the grid is a lien notice associated with the project, customer, billing format, and owner change order.

Tip: Use the View Customer Lien Document Logs screen to manage your lien documents, including printing documents or attaching documents to an e-mail.


Field	Description
Lien Notice Number	Displays the lien notice number. If the lien notice has not been created for this project, customer, billing format, owner change order combination, the lien notice number is New.
Customer	Displays the customer for the lien notice.
Project	Displays the project for the lien notice.
Billing Format	Displays the billing format for the lien notice.
Action	By default, displays the action selected on the Lien Management Settings screen. If needed, click to select the type of lien notice record to create for the project, customer, billing format, owner change order combination. Do Not Auto Create - The lien notice for this combination will not be created. Lien Notice - The lien notice for this combination will be created when you click Save Owner CO. Edit Existing Lien Notice - This option is only available when the lien notice has already been created for the change order. If you select this option, the notice date, notice amount, and notice description will be overwritten with the data entered in those fields when you click Save Owner CO.
Notice Date	Enter the date the lien notice was received or sent or click to select the date from a Date Picker.
Notice Amount	By default, for a new lien notice displays the current scheduled amount for the customer, project, billing format, owner change order combination, or for an existing lien notice, displays the lien notice amount. If you want to override this value, enter the amount of the lien notice.
Notice Description	By default, displays `Notice created during Enter Owner CO.` If needed, enter a description for the lien notice.
Create Lien Notice Form	Select the checkbox to indicate that ProContractor will create the lien notice document based on the form selected and attach it to the lien notice record.
Lien Notice Form	Click to select the form to use for the lien notice document from a Lookup List. You can use the Modify Forms screen to modify the format and layout of these forms.

Contacts/Routing tab

Each row in the grid is a contact associated with the document. Click Add Document Routing Distribution Group to add users from one or more document routing distribution groups to the tab. The Document Routing Distribution Control checkbox on the Document Management Settings screen must be selected for the routing fields to be enabled. Click

to add a row to the grid. Click

to delete the active row from the grid.See Grids for tips on using grids in ProContractor.

Note: You can only use document routing if you have selected the Document Routing Distribution Control checkbox on the Document Management Settings screen.

If you are reviewing the document, update the Status and Memo from User fields.


Field	Description
One Time Contact	Select the checkbox to indicate whether this contact is a one-time contact.
Contact Type	Enter the Contact Type screen for this contact or click to select the contact type from a Lookup List. If you select a contact type, the lookup list for contacts is filtered by that contact type. If you select a contact before selecting the contact type, the contact type defaults to the most recent contact type used for that contact or, if the contact does not have a contact type, the contact type defaults to General. You can enter or select a new contact type for contact. ProContractor will associate the contact with the new contact type when you save the document.
Name	Enter the name of an existing Contact screen or click to select the contact from a Lookup List. The lookup list for contacts is filtered for the contact type you selected in the grid. In addition, the lookup window displays a column for each default contact type, which you can use to further filter the list. You can select to include one-time contacts and/or only contacts on the selected project in the lookup window. Tip: You can add new contacts or modify existing contacts from the lookup window.To add a contact, click New in the List of Contacts lookup window and complete the fields on the Contact screen popup window. When you are finished, click OK to save the contact.To modify a contact, in the List of Contacts lookup window, click on the contact you want to modify and click Open. Modify the fields on the Contact screen popup window as needed. When you are finished, click OK to save the contact.
Role	Click to select the contact's role. To From
E-mail As	Click to select the type of e-mail recipient for the contact. If you do not select a type, the contact will not receive an e-mail. Primary CC BCC
Notes	Enter any comments or notes about the routing. You can enter formatted text in this field. Click the Pencil icon to open the Formatted Text Editor.
Routing Type	Click to select the type of review expected of the user for this document distribution. You can only add routing for contacts who have a ProContractor user ID. Review Only - No response is expected from the reviewer. Action Required - A response is expected from the reviewer. No Routing - The contact does not review the document.
Routing Date	Enter the routing date or click to select the date from a Date Picker.
Routing Due Date	Enter the date the contact's response is expected or click to select the date from a Date Picker.
Routing Priority	Click to select the priority of the contact's response to the routing distribution. High Normal Low
Routing Status	Enter the code for the Document Management Types screen for the routing distribution or click to select the status type from a Lookup List. The status type sets the active/inactive status of the routing distribution.
Closed Date	Enter the date the routing distribution is closed or click to select the date from a Date Picker.
Routing Memo To User	Enter any comments or notes about the document to the user on this line. If you are the user on this line, other users can enter memos to you here. You can enter formatted text in this field. Click the Pencil icon to open the Formatted Text Editor.
Routing Memo From User	Enter any comments or notes about the document if you are the user on this line. This memo appears from you to all other users. You can enter formatted text in this field. Click the Pencil icon to open the Formatted Text Editor.
Routing Created By	Displays the user who added the contact to the document and the date and time the contact was added.
Company	Displays the company for the contact.
E-mail Address	Display the e-mail address for the contact.
Work Phone	Displays the work phone number for the contact.
Extension	Displays the work phone extension for the contact.
Cell Phone	Displays the cell phone number for the contact.
Main Address Street 1	Displays the first line of the contact's main address.
Main Address Street 2	Displays the second line of the contact's main address.
Main Address City	Displays the city of the contact's main address.
Main Address State	Displays the state of the contact's main address.
Main Address Zip	Displays the zip code of the contact's main address.
Main Address Country	Displays the country of the contact's main address.

Activity/History tab

Use this tab to record actions taken on the document and view the history of the document.


Field	Description
Document Activity sub-tab - Use this sub-tab to record actions taken on the document. ProContractor automatically enters activities for printing the PDF file using the On Save of Document options, sending an e-mail with the PDF file attached, and importing daily field report information into ProContractor. In addition, you can enter other activities manually based on the activity types you defined on the Document Management Types screen. Click to add a row to the grid. Click to delete the active row from the grid.See Grids for tips on using grids in ProContractor.
System Generated	Indicates whether ProContractor automatically created the row. If the checkbox is selected, the row cannot be modified or deleted. This field is display only.
Date	Enter the date the activity occurred or click to select the date from a Date Picker.
Time	Enter the time the activity occurred.
Type	Enter the code for the Document Management Types screen or click to select the activity type from a Lookup List.
Description	Enter a description of the activity.
Memo	Enter any comments or notes about the activity. You can enter formatted text in this field. Click the Pencil icon to open the Formatted Text Editor.
Document History sub-tab - This sub-tab records details every time the document is saved, including when it was saved, who saved it, and the owner. If a PDF file was created when the document was saved, you can view the document.
Change Comment	If you are modifying the document, enter the reason for the changes. You can enter formatted text in this field. Click the Pencil icon to open the Formatted Text Editor. Depending on your Document Management Settings, this field may be required.
Revision History grid - Each row in the grid is a revision of the document. The fields are display only.
Revision Number	Displays the number for the document revision.
Modified Date	Displays the date the revision was saved.
Modified By	Displays the user who saved the revision.
Owner	Displays the document owner at the time the revision was saved.
Change Comment	Displays the change comment saved with the revision.
Document File	Click View to view the PDF file created when the document was saved. If the PDF file was not created the button is disabled.

Referenced Documents tab

Use this tab to manage documents that are related to the document. The sub-tabs show documents which are referenced by the current document and documents that reference the current document.


Field	Description
Documents This Document References sub-tab - Use this sub-tab to attach related documents to this document. Most of the fields are display only. The only enterable fields are Type, Document, and Attach when E-mailing Doc. Click to add a row to the grid. Click to delete the active row from the grid.See Grids for tips on using grids in ProContractor.
Type	Click to select the document type for the related document from a Lookup List.
Document	Enter the code for the document to attach or click to select the document from a Lookup List.
Attach when Emailing Doc	Select the checkbox to have ProContractor include the document as an attachment when sending an e-mail using the On Save of Document E-mail checkbox.
Description	Displays the description of the document.
Date	Displays the date of the document.
Due Date	Displays the due date for the document.
Owner	Displays the owner of the document.
Priority	Displays the priority of the document.
Status	Displays the status of the document.
Documents That Reference This Document sub-tab - Use this sub-tab to view documents that reference this document.
This document appears as an Item on the following Transmittals and Issues grid - Use this grid to attach transmittals and issues for the same project to the document. Most of the fields are display only. The only enterable fields are the Type and Document fields. When you add a transmittal or issue on this tab, the document is added to the Referenced Documents tab on the corresponding transmittal or issue. If you delete the transmittal or issue document from this tab, the document is deleted from the Referenced Documents tab on the corresponding transmittal or issue. Click to add a row to the grid. Click to delete the active row from the grid.See Grids for tips on using grids in ProContractor.
Type	Click to select the document type for the related document from a Lookup List.
Document	Enter the code for the document to attach to the transmittal or click to select the document from a Lookup List.
Description	Displays the description of the document.
Date	Displays the date of the document.
Due Date	Displays the due date for the document.
Owner	Displays the owner of the document.
Priority	Displays the priority of the document.
Status	Displays the status of the document.
This document is also referenced by the following documents grid - Use this grid to attach documents for the same project to the document. Most of the fields are display only. The only enterable fields are Type and Document. When you add a document on this tab, the document is added to the Referenced Documents tab on the corresponding document. If you delete the document from this tab, the document is deleted from the Referenced Documents tab on the corresponding document. Click to add a row to the grid. Click to delete the active row from the grid.See Grids for tips on using grids in ProContractor.
Type	Click to select the document type for the related document from a Lookup List.
Document	Enter the code for the document to attach to the transmittal or click to select the document from a Lookup List.
Description	Displays the description of the document.
Date	Displays the date of the document.
Due Date	Displays the due date for the document.
Owner	Displays the owner of the document.
Priority	Displays the priority of the document.
Status	Displays the status of the document.

Binder tab

This tab contains the following sub-tabs:

Binder sub-tab
User-Defined Fields sub-tab


Field	Description
Binder sub-tab - If user-defined fields exist for this function, the Binder sub-tab appears. Otherwise, the information appears on the Binder tab with no sub-tabs. Each row in the grid is a binder item. A binder item is an item associated with the record. You can attach a file to a binder item and set reminders for binder items. It can be useful to create binder items for contracts, legal documents, and photos. Use the Binder Item Types screen to create and manage categories for binder items. A paper clip icon appears on the tab when it contains binder items. Use the View Binder Items screen to manage all of your binder items in ProContractor. Click to add a row to the grid. Click to delete the active row from the grid. Note: Any binder items attached to the bid are not copied to the project when it is created from the Enter Project Manager Worksheet screen. When you create the pdf document for a contract invoice, multiple binder items are automatically created —one for each individual format that is valid for the invoice (based on its billing format) and one that includes all formats. The binder item for the Pending COR format is created only if there are pending change order requests for the project. Binder items for a contract invoice can also be manually created by adding rows to the grid. Tip: You can create a binder item with an attachment by dragging and dropping a file from the following programs: From Windows Explorer, drag and drop a file to the Binder Items grid to add the file as linked attachment. From Microsoft Outlook, drag and drop an item (such as an e-mail, note, or meeting) to the Binder Items grid to add the item as an embedded attachment. Note that Microsoft Outlook must be installed on your computer to drag and drop an item to the Binder items grid.
Reference Existing Binder Item	If a binder item already exists in ProContractor and is shared, you can reference it (rather than creating a new, separate binder item). Click Reference Existing Binder Item, select the binder item you want to reference from a Lookup List, and click OK.
Open	You can open one or more binder item attachments. You must have the software required to open an attachment—such as Adobe Reader—installed on your computer to be able to view it. Any changes you make to a binder item attachment are saved when you close the attachment. In the Select column, select the checkbox for each binder item you want to include in the e-mail and click Open.
E-mail	You can send one or more binder items in e-mail message. You must have MAPI-compliant e-mail software—such as Microsoft Outlook—installed on your computer to send an e-mail message with a binder item. In the Select column, select the checkbox for each binder item you want to include in the e-mail and click E-mail.
Binder grid
Select	Select the checkbox to perform an action on the binder item, such as opening the item's attachment or sending the item in an e-mail.
Binder Item Type	Enter the Binder Item Types screen for the binder item or click to select the binder item type from a Lookup List. The binder item type determines the various behaviors of binder items.
Description	Enter a description of the binder item.
Date	Initially displays the current date. If you want to modify the date for the binder item, enter the new date or click to select the date from a Date Picker.
Shared	Select the checkbox to make this binder item available for reference throughout ProContractor.
Attachment Value	Enter the full path and file name of the binder item attachment or click and navigate to select a binder item attachment.
Attachment Type	Displays the file type for the attachment.
Attachment Method	Defaults to the last attachment method used. Click to select the method to use for the attachment. Link - A linked attachment is stored within a file system (either on your computer or on your network). Other users must be able to access this file system in order to view or send the attachment in an e-mail. If you delete a binder item with a linked attachment, you are deleting only the link. The attached document remains in your file system. If you delete the attachment file from the file system, the link is broken. Embed - An embedded attachment is stored within ProContractor. You can set an embedded attachment so that it can be shared throughout ProContractor. Sharing an embedded attachment allows other users to reference it in other records in ProContractor. For example, if you create an embedded attachment of a contract, you might reference it in both the vendor record and the project record. If you delete a binder item with an embedded attachment that is referenced in another record, you are deleting only the link. The attached document remains embedded in ProContractor. If you delete a binder item with an embedded attachment that is not referenced in any other record, you are actually deleting the attached document. The document will no longer be available in ProContractor.
Attach when E-mailing	Select the checkbox to have ProContractor include the attachment when sending an e-mail using the On Save of Document E-mail checkbox. This checkbox is always selected for the document's PDF file.
Status	Click to select the status of the binder item. Active - Binder item is available for use and appears in lookup lists. Inactive - Binder item is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.
Owner	By default, displays the current ProContractor user ID. If needed, enter the Users screen for the binder item owner or click to select the owner from a Lookup List.
Reminder Date	Enter the date for the reminder for the binder item or click to select the date from a Date Picker. ProContractor uses this date to determine whether this binder item appears on the View Alerts screen and the View Tasks screen.
Notes	Enter any comments or notes about the binder item. You can enter formatted text in this field. Click the Pencil icon to open the Formatted Text Editor.
Inactive Date	If the status is Inactive, enter the date the binder item became inactive or click to select the date from a Date Picker.
Priority	Click to select the priority of the binder item. High Normal Low
Source Type Grid - When you click to display the card view, the Show All References button appears. Click Show All References to display and edit details for additional sources where the binder item is attached. Each row in the grid is a source where the binder item is attached. The first row in the grid is always the current source. Click to add a row to the grid. Click to delete the active row from the grid. When you add a binder item to another source using the Source Type grid, the binder item is automatically shared. Note: You cannot add binder items using the Source Type grid for the following source types: Connect Settings, Meeting Minutes Agenda, Meeting Minutes Action Item, Customer Lien Releases, and Vendor Lien Releases.
Source Type	Enter the type for the source to which you want to add the binder item or click to select the source type from a Lookup List.
Source Area	Displays the additional information about the source where relevant. For example, if the source is a vendor invoice, this field would display the company and vendor for the invoice. Source area information is not available for all sources.
Source	Enter the code that identifies the source to which you want to add the binder item or click to select the source from a Lookup List.
Source Name	Displays the name of the source.
User-Defined Fields sub-tab - If any user-defined fields exist for this function, this sub-tab appears. You can User-Defined Fields screen to customize this function. Any user-defined fields appear on this sub-tab. Complete the user-defined fields as needed.


Field	Description
Accepted Contract Change	Displays the amount of the accepted contract change for the change order. If the change order is created from CMRs and the accepted contract change amount is affected by invoice adjustments, ProContractor displays the amount of the contract change from CMRs and the amount from invoice adjustments.

Use this popup window to set up or modify the schedule of values for the project to include the owner change order and associate a billing format to the change order. Only one billing format can be associated with an owner change order. Enter values on this screen and click OK to return to the General tab. You need to review this popup window to activate the CMRs tab and Item Lines tabs. Once you have added billing codes to the change order on the Billing Codes tab tab, you can no longer modify the Billing Format, Customer, or Track Revenue by Project Cost Code fields on this popup window. If you selected the Create from CMRs checkbox on the General tab,


Field	Reference
Billing Format	Defaults to the billing format of the project, if the project only has one billing format customer combination. If needed, you can modify the billing format. Enter the code of the billing format or click to select the billing format from a Lookup List.
Customer	Defaults to the customer of the billing format, if the project only has one billing format customer combination. If needed, you can modify the customer for this billing format. Enter the code of the Customer screen for the billing format or click to select the customer from a Lookup List.
Architect	Enter the code of the Customer screen that identifies the architect or click to select the customer from a Lookup List. This field is disabled if the billing type of the billing format is not AIA.
AR Revenue Type	Enter the code of the Accounts Receivable Revenue Type screen for billing lines or click to select the revenue type from a Lookup List.
Sales Tax Authority	Defaults to the tax authority entered in the Project screen. If needed, you can modify the tax authority for this billing format. Enter the code of the default sales Tax Authority screen for billing lines that will be added or click to select the default sales tax authority from a Lookup List.
Taxable	Select the checkbox to indicate whether the billings lines are taxable. This value is set to No by default if: There is a tax exemption number on the tax authority for the company. The project has a tax exemption number. The customer has a tax exemption number.
Retainage % Work Completed	Enter the default value for original and current retainage percent for work completed for each billing code.
Retainage % Stored Materials	Enter the default value for original and current retainage percent for stored materials for each billing code. This field is disabled if the billing type of the billing format is not AIA.
Default Invoice Through Day	Defaults to 31. If needed, you can modify the default invoice through day. Enter a number between 1 and 31 to set day of the month through which the customer will be billed.
Round Billings to Nearest Dollar	Indicates whether invoice billing amounts should be rounded to the nearest dollar. Select the checkbox to round billings. This checkbox is disabled if the billing type of the billing format is Unit Billing.
Track Revenue by Project Cost Code	Select the checkbox to enable the Billing Code Relationships grid in the AIA, Progress Billing, and the Unit Billing popups. If the Allow Divisions On Cost Codes checkbox is selected on the project, this checkbox also needs to be selected.
Generate Billing Amount from WIP Entries	Select the checkbox to default the billing amount in Contract Invoice Billing from work in progress (WIP) entries for the project. This checkbox is only available if the following are true: The Control Percent Complete By field is set to Cost Code. The Track Revenue by Project Cost Code checkbox is selected. The billing type of the billing format is not Project Time and Material. If billing codes have been defined for the billing format and customer combination, each cost code is only attached to one billing code.
Original Scheduled Amount	Displays the total original scheduled amount for the company, project, project billing format, and customer combination. No value is displayed in this field if the billing type of the billing format is Project Time and Material.
Current Scheduled Amount	Displays the total current scheduled amount for the company, project, project billing format, and customer combination. No value is displayed in this field if the billing type of the billing format is Project Time and Material.
Update Schedule of Values in Existing Billing Application	Indicates that the schedule of values entered will be used to update existing pending or posted contract invoice applications. Select the checkbox to update existing billing applications. This checkbox is disabled if the billing type of the billing format is Project Time and Material.
Start Application Number	If you selected the Update Schedule of Values in Existing Billing Application checkbox, enter the first application number to update with the schedule of values or click to select the first application number to update. All subsequent applications are updated. Use the Adjust Contract Invoices screen to adjust billing amounts as necessary.

Use this popup window to set up the billing codes for the billing format and customer combination. The fields on this popup vary depending on the billing type of the billing format. Enter values on this screen and click OK to return to the General tab.

Click Spread Amount Based on Budgets to prorate the original and current amounts from the Billing Code grid to the original and current amounts in the cost code rows in the child grid based on the cost code budget amount. Any amounts left after rounding are added to the last cost code row in the grid. If you didn't select the Track Revenue by Project Cost Code checkbox, the button is disabled.

Note: The values you enter in the Project Billing Details popup window are not saved when you click OK to close the window. You must click Save Project on the main project to save these values.


Field	Description
Project	Displays the project code and project name.
Billing Format	Displays the billing format for the project.
Customer	Displays the customer for the project.
Show Original Amounts	Select this checkbox to display the original amount for each line item along with the current amount.
Billing Code grid - Each row in the grid is a billing code defined for the project. You must enter billing codes in the format defined on the Project Billing Format screen. The fields in the grid vary depending on the billing type of the selected billing format. Click to add a row to the grid. Click to delete the active row from the grid.See Grids for tips on using grids in ProContractor.
Billing Code	Enter a billing code in the format defined in the Project Billing Format screen. If the billing code is a ‘header’ level billing code (a level 1 billing code, a level 2 billing code, or a level 3 billing code which has associated level 4 billing codes): then the only fields available in the row are Billing Code, Name, and Sort. And the row will not have any project cost codes or tax details. Header level billing codes must be entered before the lower level billing codes. Billing codes cannot be added, deleted, or modified if there is an unposted contract invoice for the selected company, project, billing format, and customer combination.
Owner CO	If this is a billing code for a change order, enter an About the Enter Owner Change Order screen or click to select an owner change order from a Lookup List. This field is required if the billing code is already defined on another row without a change order number. If the billing code is for a change order, many of the fields will default from the original billing code row and be disabled. If you want to change these fields, you need to change them for the original billing code. When defining a new billing code, the current owner change order will default into the Owner CO field.
Name	Enter a name for the billing code. If you change the name, any row with the same billing code and a value in the Owner CO field will be updated with the new name.
Sort	Displays the text used for sorting billing codes when printing invoices. The default sort name is based on the first 20 characters in the Billing Code field in upper case. If you want to override the default sort text, enter the sort text.
AR Revenue Type	Defaults to the accounts receivable revenue type entered on the Billing tab. If needed, you can modify the accounts receivable revenue type for this billing code. Enter the code of the Accounts Receivable Revenue Type screen for this billing code or click to select an AR revenue type from a Lookup List. If you change the revenue type, any row with the same billing code and a value in the Owner CO field will be updated with the new revenue type.
Sales Tax Authority	Defaults to the sales tax authority entered on the Billing tab. If needed, you can modify the sales tax authority for this billing code. Enter the code of the sales Tax Authority screen to be used for this billing code or click to select a sales tax authority from a Lookup List. If you change the sales tax authority, any row with the same billing code and a value in the Owner CO field will be updated with the new sales tax authority.
Taxable	Displays the taxable status entered on the Billing tab. If needed, you can change the taxable status for this billing code. If you change the taxable status, any row with the same billing code and a value in the Owner CO field will be updated with the new status.
Unit of Measure	If the billing format is Unit Billing, enter the code for the Unit of Measure screen for this billing code item or click to select a unit of measure from a Lookup List. If you change the unit of measure, any row with the same billing code and a value in the Owner CO field will be updated with the new unit of measure.
Type	Displays whether the line shows the original or current amount. If you did not select the Show Original Amounts checkbox, only current amounts are shown.
Quantity (Original)	If the billing format is Unit Billing, enter the original quantity for the billing code item. If the billing format is Unit Billing, displays the original quantity for the billing code from the project.
Quantity (Current)	If the billing format is Unit Billing, by default displays the original quantity. If needed, enter the quantity for this billing code item. When you save the owner change order, the billing code on the project is updated with the new quantity.
Unit Price (Original)	If the billing format is Unit Billing, enter the original unit price for this billing code item. If the billing format is Unit Billing, displays the original unit price for the billing code from the project.
Unit Price (Current)	If the billing format is Unit Billing, by default displays the original unit price. If needed, enter the unit price for this billing code item. When you save the owner change order, the billing code on the project is updated with the new unit price.
Amount (Original)	If the billing format is AIA or Progress Billing, displays the total original amount for this billing code item. If needed, enter the original amount for the billing code. If the billing format is Unit Billing and you entered an original quantity or current quantity, the amount is calculated as follows and the field is disabled: O r i g i n a l ⁢ A m o u n t ⁢ = O r i g i n a l ⁢ Q u a n t i t y ⁢ × O r i g i n a l ⁢ U n i t ⁢ P r i c e If the billing format is Unit Billing and you didn't enter an original quantity or current quantity, enter the original amount for the billing code. Displays the original amount for the billing code from the project.
Amount (Current)	If the billing format is AIA or Progress Billing, displays the original amount for this billing code item. If needed, enter the original amount for the billing code. If the billing format is Unit Billing and you entered an original quantity or current quantity, the amount is calculated as follows and the field is disabled: C u r r e n t ⁢ A m o u n t ⁢ = C u r r e n t ⁢ Q u a n t i t y ⁢ × C u r r e n t ⁢ U n i t ⁢ P r i c e If the billing format is Unit Billing and you didn't enter an original quantity or current quantity, enter the current amount for the billing code. When you save the owner change order, the billing code on the project is updated with the new amount.
Retainage % (Original)	If the billing format is Progress Billing or Unit Billing, displays the retainage percentage for this billing code. For the first billing code added, defaults to the value in the Retainage % Work Completed field on the Billing tab. For additional billing codes added, defaults from the previous billing code. If needed, enter the original retainage percentage for the billing code. To release retainage for the project, reduce the retainage percentage. If you enter 0, all retainage for the project is released. Retainage is released on invoices created after the change is made. This field is disabled if an unposted contract invoice exists for the project billing code.
Retainage % (Current)	If the billing format is Progress Billing or Unit Billing, displays the original retainage percentage for this billing code. If you didn't select the Track Revenue by Project Cost Code checkbox on the Billing tab, enter the current retainage percent for the billing code. To reduce the retainage held on new invoices for the project, reduce the retainage percentage. If you enter 0, no additional retainage is calculated for the project.
Retainage % Work Completed (Original)	If the billing format is AIA, displays the original retainage percentage for work completed for this billing code. For the first billing code added, defaults to the value in the Retainage % Work Completed field on the Billing tab. For additional billing codes added, defaults from the previous billing code. If needed, enter the original retainage percentage for work complete for the billing code. To release retainage for the project, reduce the retainage percentage. If you enter 0, all retainage for the project is released. Retainage is released on invoices created after the change is made. This field is disabled if an unposted contract invoice exists for the project billing code.
Retainage % Work Completed (Current)	If the billing format is AIA, displays the current retainage percentage for work completed for this billing code. If needed, enter the current retainage percentage for work complete for the billing code. To reduce the retainage held on new invoices for the project, reduce the retainage percentage. If you enter 0, no additional retainage is calculated for the project.
Retainage % Stored Material (Original)	If the billing format is AIA, displays the original retainage percentage for stored materials for the billing code. For the first billing code added, defaults to the value in the Retainage % Stored Material field on the Billing tab. For additional billing codes added, defaults from the previous billing code. If needed, enter the original retainage percentage for the billing code. To release retainage for the project, reduce the retainage percentage. If you enter 0, all retainage for the project is released. Retainage is released on invoices created after the change is made. This field is disabled if an unposted contract invoice exists for the project billing code.
Retainage % Stored Material (Current)	If the billing format is AIA, displays the current retainage percentage for stored materials for this billing code. If needed, enter the current retainage percentage for stored materials for this billing code. To reduce the retainage held on new invoices for the project, reduce the retainage percentage. If you enter 0, no additional retainage is calculated for the project.
Project Cost Code grid - When you click to display the card view, you can enter details on the billing amounts by project cost code. This grid is only available if Track Revenue by Project Cost Code is selected for the billing format and customer combination and if the billing code is a detail level billing code. Click to add a row to the grid. Click to delete the active row from the grid. You can only delete rows if there are no transactions posted to the billing code. See Grids for tips on using grids in ProContractor. Tip: You can also add a row to the grid by clicking Ctrl+ Insert while a billing code line is selected..
Project	If the project is a master project with sub-projects, enter the code for the Project screen from which to select cost codes or click to select a project from a Lookup List.
Division	Displays the division associated with the cost code or project.
Owner CO	Enter the code for the About the Enter Owner Change Order screen or click to select an owner change order from a Lookup List.
Cost Code	Enter the cost code or click to select a cost code from a Lookup List.
Sales Tax Authority	Defaults to the sales tax authority of the cost code project. If needed, you can change the sales tax authority. Enter the code for the sales Tax Authority screen or click to select a sales tax authority from a Lookup List.
Taxable	Displays the taxable status entered on the Billing tab. If needed, you can change the taxable status for this project cost code. If this checkbox is not selected, the taxable amount in all lines of the associated Tax Detail grid will be zero.
Original Amount	Enter the original amount for this project cost code. If the current amount is zero, the original amount is copied into the Current Amount field.
Current Amount	Enter the current amount for this project cost code if it is different than the original amount.
Tax Detail grid - When you click to display the card view, the details on the tax authorities and rates for the line item are displayed. Each row on the grid is a tax authority for the line item.
Tax Authority	Displays the codes of the tax authorities for the line item. You cannot modify or delete the primary tax authority from the Tax Detail grid. If you want to modify or delete the primary tax authority, modify the Tax Authority field in the Project grid.
Name	Displays the names of the tax authorities for the line item.
Taxable Amount	Displays the taxable amount of the line item for the tax authority, which is calculated based on the current amount. If you want to modify the taxable amount, enter the taxable amount.
Non-Taxable Amount	Displays the non-taxable amount (current amount - taxable amount) of the line item for the tax authority.
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Total Original Amount	Displays the sum of the original amount for all billing codes defined for the combination of company, project, billing format, and customer.
Total Change Orders	Displays the sum of the current amount for all billing code cost codes with a value in the owner change order field.
Total Current Amount	Displays the sum of the current amount for all billing codes defined for the company, project, billing format, and customer. Note that this may not be equal to the total original amount plus the total change orders.

Each row in the grid is a change management record for the project that has not been associated with an owner change order. Most of the fields are display only. The only enterable field is the checkbox in the Select column. Enter values on this screen and click OK to return to the CMRs tab.


Field	Description
Select	Select the checkbox to indicate that you want to include this change management record in the owner change order.
CMR	Displays the code of the change management record.
CMR Name	Displays the name of the change management record.
CMR Type	Displays the CMR type for the change management record.
CMR Type Name	Displays the name of the CMR type for the change management record.
Project	Displays the project for the change management record.
Project Name	Displays the name of the project for the change management record.
COR #	Displays the change order request number for the change management record.
Stage	Displays the stage for the change management record. If the selected change management record does not have a stage that allows it to be included in an owner change order, you are prompted to change the stage.
Stage Name	Displays the name of the stage for the change management record.
Billing Format	Displays the billing format for the change management record.
Billing Format Name	Displays the name of the billing format for the change management record.

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Enter Owner Change Order Screen Field Reference

General tab

CMRs tab

Billing Codes tab

Lien Notices tab

Contacts/Routing tab

Activity/History tab

Referenced Documents tab

Binder tab

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Billing Options popup window

Project Billing Details popup window

Change Management Records popup window