Enter Change Management Record Field Reference

This page describes the function of each of the fields on the Enter Change Management Record screen.

General tab


Field	Description
CMR Type & Stage
CMR Type	Defaults to the CMR type selected as the default on the Change Management Recort Type & Stage screen. If needed, you can modify the CMR type. Enter the code of the CMR type or click to select the CMR type from a lookup list. This field is disabled if an owner change order has been created for the CMR and the status of the owner change order is Approved, if there are pending transactions linked to the CMR, or if the CMR is associated with any recurring invoices or recurring journal entries.
CMR Stage	Enter the code of the CMR stage or click to select the CMR stage from a lookup list. When the CMR is linked to an owner change order, the stages available depend on the status of the owner change order and the settings for the CMR stage.
Allow Cost Entries	Displays whether cost entries are allowed for the CMR type and stage combination.
Update Project Budget	Displays whether project budgets can be updated based on the CMR type and stage combination.
Report as Rejected/Cancelled	Displays whether the CMR is considered rejected or cancelled based on the CMR type and stage combination.
Allow Create Owner Change Order	Displays whether creating an owner change order is allowed for the CMR type and stage combination.
Report as Pending Change Order	Displays whether the CMR is reported as a pending change order based on the CMR type and stage combination.
COR	If the CMR type has a category of Change Order Request and you want to manually assign a change order request number, enter a code of up to eight alphanumeric characters to identify the change order request. Note: Alphanumeric characters include the letters A through Z, the numerals 0 through 9, and all special characters except comma, dash, period, percent, tilde, and single quote. In addition, the code cannot begin or end with a space.
Generate New COR	If the CMR type has a category of Change Order Request and you want to automatically generate a change order request number, select the checkbox to automatically generate a new change order request number.
Document Form	Enter the code for the CMR or click to select the document form from a lookup list.
Print on Invoice	Click to select whether to print the pending change management request with contract invoices. Pending management requests are printed in list format on a separate page following the invoice. This field is only available if the CMR type is change order request and an owner change order has not been created for the CMR.
Use Detail Item Lines	Select the checkbox to use detail item lines to determine the financial impact of the CMR. If you select the checkbox, the Item Lines tab is enabled, the budget fields on the Cost Codes/Cost Types tab are disabled, and the Proposed Contract Change and Accepted Contract Change fields on the Billing Codes tab are disabled. Deselect the checkbox to use cost code budgets and contract amounts to determine the financial impact of the CMR. If you deselect the checkbox, the Item Lines tab is disabled and all fields on the Cost Codes/Cost Types tab and the Billing Codes tab are enabled.
Dates
CMR Date	Enter the date for the CMR or click to select the date. The CMR date must be after the project contract date.
Sent Date	Enter the date the CMR was sent to the project owner, if applicable, or click to select the date. The sent date must be after the CMR date.
Expiration Date	Enter the date the CMR expires or click to select the date. The expiration date must be after the sent date.
Budget Effective Date	Enter the date the budget changes become effective or click to select the date.
Owner	By default, displays the current ProContractor user ID. If needed, enter the ID for the CMR owner or click to select the owner from a lookup list.
Assigned To	If there is only one person on the Contacts/Routing 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 CMR document. High Normal Low
Status	Displays the status of the CMR based on the CMR stage.
Closed Date	If the status type sets the CMR status to Inactive, enter the date the CMR was closed
Memo	Enter any comments or notes about the change management record. You can enter formatted text in this field. Click to open the text editor.
Schedule Impact
To Be Determined	Select the checkbox to indicate that the impact to the project schedule has not been determined.
Number of Days	Enter the number of days by which the project schedule will be impacted by this change. Note you can enter a negative number if the change will remove days from the project schedule. This field is only available if you did not select the To Be Determined checkbox.
Owner Change Order - If an owner change order has been created for the change management record, details of the owner change order are displayed in this area.
Number	Displays the number of the owner change order associated with the CMR, if applicable.
Owner CO Date	Displays the date of owner change order associated with the CMR, if applicable.
Owner CO Stage	Displays the stage of owner change order associated with the CMR, if applicable.
Stage Date	Displays the date the stage date from the owner change order associated with the CMR, if applicable.
Accepted Contract Change	Displays the total accepted contract change for the owner change order associated with the CMR, if applicable.

Additional tab

Use the Lock Job button and the Set Exclusive button when you want to work on the Estimate Items sub-tab or the Estimate Summary sub-tab. Any sorts you perform are temporary unless the estimate job is set to Exclusive mode, which allows you to save sorts. Moving items also requires the job to be set to exclusive, or the move will be temporary. Locking a job turns on Exclusive mode and prevents other users from editing the job. Note that all users can view a locked job.


Field	Description
Options sub-tab - Use this sub-tab to select an estimate job or estimate change order to use as the basis for the change management record. ClickPopulate CMR Items From Estimate to create item lines, cost codes, cost types, and billing codes from the estimate or estimate change order based on the selected options you. Once you clickPopulate CMR Items From Estimate you can no longer access the Estimate Items and Estimate Summary sub-tabs. All items from the estimate must have a UOM that matches a unit of measure defined in the Unit of Measure screen. Note that the % UOM in an estimate matches to the Percent UOM in the Unit of Measure screen. If a UOM from the estimate does not match a UOM in the Unit of Measure screen, the UOM fields in the line item will be blank. Note: If the esimate contains financial items that are not fully allocated, the system populates the change management record items as follows: If the item has a valid cost type for the project, it is copied the same way as a regular cost item. This means that the quantity, unit cost, and extended cost are copied to the change management record. If the change management record has a CMR type of COR (Change Order Request), the item is assigned a Line Type of Budget & Contract Change.
Items from Estimate
Estimate Job	Enter the estimate job on which to base the change management record or click to select the estimate job from a lookup list. When you clickPopulate CMR Items From Estimate, the system creates an item line for each estimate item. If you select an estimate change order, when you clickPopulate CMR Items From Estimate, the system creates an item line for each item in the estimate change order instead of each item in the estimate.
Estimate Change Order	Enter the estimate change order for the change order request or click to select the estimate change order from a lookup list. If the estimate job selected is associated with a project through project manager worksheet, you must enter an estimate change order. If you select an estimate change order, when you clickPopulate CMR Items From Estimate, the system creates an item line for each item in the estimate change order. The Estimating Change Order Status on the Estimating Preferences screen must beDisabled for this field to be available.
Cost Code WBS Level	Enter the WBS level at which to create the cost codes or click to select the WBS level from a lookup list.
Division WBS Level	If you select theAllow Division On Cost Codes check box on the project, enter the WBS code level from the estimate that contains the division or click to select the WBS code level from a lookup list.
Source for Cost Quantities	Click to select the source for cost quantities from the estimate: Estimate Items - Cost quantities for the project change order are taken directly from the estimate cost items. Note this may result in quantities with different units being added together. WBS Level Summary - Cost quantities for the project change order are taken from the lowest WBS code level selected for the estimate summary. Select this option if you used a bid day instance to round costs in the Summary tab and want to use the rounded values in the project
Billing Code WBS Level	Enter the WBS level at which to create the billing codes or click to select the WBS level from a lookup list. Note: A financial item with a Billing Code WBS Level is copied to the change management record even if it does not have a Cost Code WBS Level.
Source for Billing Quantities	Click to select the source for billing quantities from the estimate: Estimate Items - Billing quantities for the project change order are taken directly from the estimate cost items. Note this may result in quantities with different units being added together. WBS Level Summary - Billing quantities for the project change order are taken from the lowest WBS code level selected for the estimate summary. Select this option if you used a bid day instance to round costs in the Summary tab and want to use the rounded values in the project.
Lock Job button	Click this button if you want to work on the Estimate Items sub-tab or the Estimate Summary sub-tab. Locking a job turns on Exclusive mode and prevents other users from editing the job. Note that all users can view a locked job. All users must close the job before you can lock it.
Set Exclusive button	Click this button if you want to work on the Estimate Items sub-tab or the Estimate Summary sub-tab. Any sorts you perform are temporary unless the estimate job is set to Exclusive mode, which allows you to save sorts. Moving items also requires the job to be set to exclusive, or the move will be temporary. All users must close the job before you can set it as exclusive.
Other Options
Labor Burden %	Defaults to the labor burden percent from the project. If needed, you can change the labor burden percent. Enter the percentage for the default labor burden.
Tax Authority	Defaults to the tax authority on the project. If needed, you can change the tax authority. Enter the code of the sales tax authority for the CMR or click to select the sales tax authority from a lookup list.
Billing Format	Displays the project billing format. If needed, you can change the billing format if the CMR type is change order request. Enter the code for the billing format or click to select the billing format from a lookup list.
Estimate Items sub-tab - The sub-tab is available if you select an estimate job on the Options sub-tab. It allows you to manage the estimate job using the Estimate tab from the Manage Estimates screen. If you select an estimate change order on the Options sub-tab, the estimate tab shows the Change Order tab from the Manage Estimates screen. Only the estimate change order selected can be viewed and edited.
Estimate Summary sub-tab - The sub-tab is available if you selected an estimate job on the Options sub-tab. It allows you to manage the estimate job or estimate change order using the Summary tab from the Manage Estimates screen. If you selected an estimate change order, only the estimate change order selected can be viewed and edited.

Scope of Work tab


Field	Description
Description of Change	Enter a description of the change for the change management record. You can enter formatted text in this field. Click to open the formatted text editor.
Reason for Change	Enter a reason for the change or click to select the reason for change from a lookup list.
Reason for Change Details (unlabeled)	Enter a description for the reason for the change. You can enter formatted text in this field. Click to open the formatted text editor.

Item Lines tab

Use this tab to create item lines for the change management request. This tab is only enabled if the Use Item Detail Lines check box is selected on the General tab. In many cases, when you add items (including markup) to a change management record, information is entered automatically on the Cost Code and Billing Code tabs .


Field	Description
Generate Markups button	Click to have the system calculate the profit and overhead for the item lines based on the markup method selected. Additionally, any existing overhead and profit amounts are overwritten. This button is only available if you have selected a markup method.
Markup Method	Enter the code for the markup method to use on the item lines or click to select the markup method from a lookup list. ProContractor uses the markup method to calculate the profit and overhead amounts for each line item when you clickGenerate Markups.
Item Line grid - Use this grid to manage the line item details of the change management record. If you selected an estimate job or an estimate change order on the Additional tab and clickedPopulate CMR Items From Estimate, ProContractor populated the grid with the estimate items or the estimate change order items. Click to add a row to the grid. Click to delete the active row from the grid.
Line	Displays a unique identifier for the line item.
Order	Displays a 5-digit numeric value used to sort the items on the change management record. If you want to override the sort for the item, enter a new number. You may want to leave gaps in your Sort values, such as intervals of ten. This makes it easy to insert or rearrange fields later.
Line Type	Click to select the line type for the change management record. This field is disabled if the line item is closed, associated with an owner change order with a status of Approved, or a billing adjustment line. Options include: To Be Determined - All fields are enabled for this line type, but amounts do not affect the project budget or owner change orders. This is the default line type if the CMR type has a category of Potential Change Order. Budget Change Only - You must enter cost code and budget information for this line type. The project budget is updated for amounts entered based on the CMR stage. This is the default line type if the CMR type has a category of Internal Change Order or if the CMR type has a category of Change Order Request and the project billing format is a time & material type. Budget & Contract Change - You must enter cost code and budget information as well as a billing code and profit amount. The project budget and owner change orders are updated with amounts based on the CMR stage. This is the default line type if the CMR type has a category of Change Order Request and the project billing format is not a time & material type. You cannot select this line type if the CMR type has a category of Internal Change Order or if the project billing format is a time & material type. Canceled - All fields are disabled for the line item and amounts do not affect the project budget or owner change orders.
Closed	Select the checkbox to indicate that the item line is closed. Closed item lines cannot be included in new owner change orders or copied to new CMRs. If an item line is closed, all fields for the line are disabled and amounts do not affect the CMR. The system closes item lines when they are included in owner change orders. An item line can be also closed when you copy it to a new CMR.
Item	If the item line is for a catalog item, enter the code for the catalog item or click to select the item from a lookup list. If the item line is for something other than a catalog item, enter a code to identify the item. For example, if the item line is for labor, you could enter "Labor" in this field.
Description	If you selected a catalog item in the Item field, displays the description for the item. If you entered a new code in the Item field, enter a description for the item.
Memo	Enter any comments or notes about the item line. You can enter formatted text in this field. Click to open the formatted text editor.
Vendor	If you selected a catalog item in the Item field, displays the vendor for the item. If needed, enter a code for the vendor for the item line or click to select the vendor from a lookup list.
Cost Code	Enter the cost code for the item line of click to select the cost code from a lookup list.
Billing Code	Enter the billing code for the item line of click to select the cost code from a lookup list. You can enter a new billing code as long as it uses the billing code format for the project. You cannot enter billing codes for time and material projects.
Quantity	Enter the quantity for the item line.
Quantity UOM	If you entered a catalog item, displays the unit of measure for the item line quantity. If you entered a new item, enter the code of the unit of measure for the item line quantity or click to select the unit of measure from a lookup list.
Unit Cost	Enter the cost for the line item.
Unit Cost UOM	If you entered a catalog item, displays the unit of measure for the item line unit cost. If you entered a new item, enter the code of the unit of measure for the item line unit cost or click to select the unit of measure from a lookup list.
Extended Cost	Displays the extended cost for the item line based on the quantity and unit cost. If you have not entered quantity or unit cost information, enter the extended cost for the item line.
Cost Type	Enter the cost type for the extended cost or click to select the cost type from a lookup list.
Tax Burden	If the Taxable checkbox is selected, displays the tax burden for the item line based on the tax authority selected on the Additional tab.
Taxable	Select the checkbox to indicate whether the line is taxable.
Labor Burden	If the extended cost - cost type has a category of labor, displays the amount of the labor burden based on labor burden percentage from the Additional tab and the extended cost.
Cost Type	Enter the cost type for the labor burden or click to select the cost type from a lookup list.
Burdened Cost	Displays the sum of the extended cost, tax burden, and labor burden to show you the total cost including burden amounts.
Overhead	Enter the overhead amount for the item line or, if you have selected a markup method, click Generate Markups to have the system calculate the overhead and profit for all item lines.
Cost Type	Enter the cost type for the overhead or click to select the cost type from a lookup list.
Budget	Displays the sum of the burdened cost and overhead.
Unit Budget	Displays the budget amount divided by the quantity.
Unit budget UOM	Displays the unit budget unit of measure, which is the same as the quantity unit of measure.
Profit	If the line type is Budget & Contract Change or To Be Determined, enter the profit amount for the item line or, if you have selected a markup method, click Generate Markups to have the system calculate the overhead and profit for all item lines.
Contract Change	If the line type is Budget & Contract Change or To Be Determined, displays the sum of the budget and profit. If needed, you can update this amount. If you update the amount, the profit adjusts accordingly.
Line Item References	Click Line Item References to view where the item line originated and where the item line has been sent. An item line can be from another CMR, an estimate, manually added, or generated using Generate Markups. An item line can be sent to another CMR, an owner change order, purchase order, subcontract, or subcontract change order.

Cost Codes / Cost Types tab

Use the Cost Codes/Cost Types tab to create and maintain cost codes for the item lines for the change management record and set up cost type budgets for each posting level cost code. You can set up a budget and overhead allocations for each cost code. You must enter a cost code for each project cost and activity. Every project change management request requires at least one cost code for posting. Some change management requests may have hundreds of cost codes.

Project cost codes give you the flexibility for any job. You can create simple codes for simple projects or more complex codes when you need to handle more complex projects. Your project cost codes can be based on almost any format, including formats suggested by the Construction Specification Institute (CSI) and various Departments of Transportation (DOTs). ProContractor allows you to enter cost codes of up to four levels with a total length of up to 18 characters, however no single level can exceed 10 characters. Use the Project Classification screen to set up your project cost code format.

Budgets entered are revisions to the project budget and are entered as incremental changes. The cost codes for the change management record may already exist on the project or may be new to the project. Once an owner change order is created from a change management record, the existing cost codes on the project are updated and new cost codes are added to the project.

If you select an estimate job or an estimate change order on the Additional tab and click Populate CMR Items From Estimate, the grid populates with the cost code WBS level from the estimate.

The budget fields on this tab are disabled if you click theUse Item Detail Lines check box on the General tab.


Field	Description
Cost Codes sub-tab - Each row in the grid is a cost code for the change management record. You must enter cost codes in the format defined on the Project Classification screen.
Detailed Cost Code Setup button	Click to display the Detailed Cost Code Setup popup window. This window provides more detail about your cost types, enabling you to control how budgets are calculated and whether a cost type can be used to post under a cost code.
Cost Code	Enter a code code by doing one of the following: Enter a code of up to 21 alphanumeric characters to identify an existing cost code or to create a new one. Click to select the code from a lookup list.
Cost Code Name	If you enter a code for a new cost code, enter a name for the cost code. If you select an existing cost code, displays the name of the cost code.
Level Type	Select whether this cost code is for grouping or posting. All cost code levels before the last level must be set to Grouping and the last level must be set to Posting.
Total Budget	Displays the total budget for the cost code.
Quantity	Enter the quantity for cost code budgeting.
UOM	Enter the unit measure for the cost code or click to select from a lookup list.
Payroll Insurance	Enter the insurance class for the cost code or click to select from a lookup list.
Division	Enter the division for the cost code or click to select from a lookup list.
Labor Hours	Displays the total hours for each labor-related cost type under the cost code.
[Cost Type] Budget	Displays the budget amount for each non-labor-related cost type under the cost code.
[Cost Type] Totals	Displays the total budget amount for each non-labor-related cost type under the cost code.
Cost Types sub-tab - Use this tab to define the posting accounts and posting details for automatic overhead calculations by cost type for the CMR. Each row in the grid is a cost type for the project.
Prevent Posting for Cost Type	Indicates whether the cost type can be used for posting under the project. Select the check box to prevent the cost type from posting under the project.
Account	Enter the general ledger account for posting the cost type or click to select from a lookup list.
Overhead Percent	Enter the overhead allocation as a percentage of actual cost with up to two decimal places. If you enter a value to this field, you must also enter the cost type, cost account, and accrual account for the overhead allocation.
Overhead Rate Per Hour	If the cost type category is Labor, enter the overhead allocation as an hourly rate. If you enter a value to this field, you must also enter the cost type, cost account, and accrual account for the overhead allocation.
Overhead Cost Type	Enter the cost type for overhead allocation or click to select from a lookup list.
Overhead Cost Account	Enter the general ledger account for posting calculated overhead costs or click to select from a lookup list.
Overhead Accrual Account	Enter the general ledger account for posting calculated overhead accruals or click to select from a lookup list.

Billing Codes tab

The Billing Codes tab is not available if the project does not have a billing format or if the only billing format for the project is time & material.

If you select an estimate job or an estimate change order on the Additional tab and click Populate CMR Items From Estimate, the grid populates with the billing code WBS level from the estimate.

If you entered item lines with billing codes on the Item Lines tab, the grid populates with the billing codes from the item lines. If multiple item lines use the same billing code, only one billing code line is created and it displays the total for all the item lines that use that billing code.

If you add a billing code on the Billing Codes tab, ProContractor creates an item line on the Items Line tab for the billing code. You can modify the item line as needed except for the billing code.

If you modify the billing code lines on this tab, the associated item lines on the Item Lines tab are updated. If you modify the item lines on the Item Lines tab, the associated billing code lines on this tab are updated.

TheProposed Contract Change andAccepted Contract Change fields on this tab are disabled if theUse Item Detail Lines check box is selected on the General tab.


Field	Description
Billing Code grid
Billing Code	Enter a number in the project billing format to identify the billing code.
Billing Code Name	Enter a description for the billing code.
Notes	Enter any comments or notes about the billing code.
Quantity	If the billing format is unit billing, enter the quantity for the billing code.
UOM	If the billing format is unit billing, enter the unit of measure for the billing code.
Unit Price	If the billing format is unit billing, displays the unit price for the billing code based on the quantity and proposed contract change.
Proposed Contract Change	Enter the amount of the proposed contract change for the billing code. If you entered the quantity and unit price for the billing code, ProContractor calculates the proposed contract change. This field is disabled if the Use Item Detail Lines checkbox is selected on the General tab. This field is disabled if the Track Revenue by Cost Code check box is selected for the billing format on the project. In which case, use the Cost Code sub-grid to manage the proposed contract change.

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. The Document Routing Distribution Control check box on the Document Management Settings screen must be selected for the routing fields to be enabled and to use document routing functionality.


Field	Description
One Time Contact	Select to indicate whether this contact is a one-time contact.
Contact Type	Enter the contact type 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 toGeneral. You can enter or select a new contact type for contact. The system will associate the contact with the new contact type when you save the document.
Name	Enter the name of an existing contact 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. 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 popup window. Click OK to save. To modify a contact, select the contact from the List of Contacts window and click Open. Modify fields as needed and click OK to save.
Role	Select the contact's role: To From
E-mail As	Select the type of email recipient for the contact. You must select one for the contact to receive the email: Primary CC BCC
Notes	Enter any comments or notes about the routing. You can enter formatted text in this field.
Routing Type	Click to select the type of review expected for this document distribution. You can only add routing for contacts who have a ProContractor user ID. Options include: Review Only - No response is expected. Action Required - A response is expected. No Routing - The contact does not review the document.
Routing Date	Enter the routing date or click to select the date.
Routing Due Date	Enter the expected date for the response or click to select the date.
Routing Priority	Select the response priority for the routing distribution.
Routing Status	Enter the code for the status type for the 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 to close the distribution or click to select the date.
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.
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 .
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.
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 occured or click to select the date.
Time	Enter the time the activity occurred.
Type	Enter the code for the activity or click to select 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.
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 .
Revision History sub-tab - 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	Diplays 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.
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 check box.
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.
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.
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


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 appears on the tab when it contains binder items. Use the View Binder Items screen to manage all of your binder items. Note: 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 check box for each binder item you want to include in the email and click OK.
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 check box for each binder item you want to include in the email and click E-mail.
Binder grid
Select	Select this check box 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 type for the binder item or click to select 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.
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 an attachment.
Attachment Type	Displays the file type for the attachment.
Attachment Method	Defaults to the last attachment method used. Click to select the method of 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. 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. Note: If you delete a binder item with a linked or embedded attachment, you are deleting only the link; the attached document remains in the file system.
Attach when E-mailing	Select the checkbox to have ProContractor include the attachment when sending an email 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 ID 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. The system 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.
Inactive Date	Enter the inactive date for the item, as necessary. Click to select a date.
Priority	Click to select the priority of the item.
Source Type grid - When you display the card view, the Show All References button displays. Click the button 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. 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 Types	Enter the type for the source to which you want to add the binder item or click to select 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 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 create user-defined fields to customize this function. Any user-defined fields appear on this sub-tab.


Field	Description
Proposed Contract Change	Displays the total proposed contract change amount for the CMR. This is the sum of the item lines where the line type is Budget & Contract Change and the line is not closed.
Accepted Contract Change	Displays the accepted contract change amount for the CMR. This amount is only available when an owner change order has been created for the CMR.
Budget	Displays the budget amount for the CMR. This includes items lines where the line type is Budget Change Only or Budget & Contract Change and the line is not closed.
Net	Displays the net amount for the CMR. If the CMR is not associated with an owner change order, this is the difference between the proposed contract change and the budget. If the CMR is associated with an owner change order, this is the difference between the proposed contract change and the budget.

This window provides more detail about your cost types, enabling you to control how budgets are calculated and whether a cost type can be used to post under a cost code. Changes to existing cost codes are incremental changes. Enter values on this screen and click OK to return to the Cost Codes sub-tab.

Note: The values you enter in the Detailed Cost Code Setup popup window are not saved when you click OK to close the window. You must click Save CMR on the main project to save these values.


Field	Description
Budget Effective Date	Displays the effective date for the budget which is the date authorized/closed, or if the date authorized has not been entered, the date received.
Cost Code grid - Each row in the grid is a cost code for the project change order request. You must enter codes in the format defined on the Project Classifications screen.
Cost Code	Do one of the following Enter a code of up to 21 alphanumeric characters to identify a new or existing cost code. Click to select from a lookup list. Project cost codes in ProContractor give you the flexibility for any job. You can create simple codes for simple projects or more complex codes when you need to handle more complex projects. Your project cost codes can be based on almost any format, including formats suggested by the Construction Specification Institute (CSI) and various Departments of Transportation (DOTs). ProContractor allows you to enter cost codes of up to four levels with a total length of up to 18 characters, however no single level can exceed 10 characters. Use the Project Classification screen to set up your project cost code format.
Cost Code Name	If you entered a code for a new cost code, enter a name for the cost code. If you selected an existing cost code, displays the name of the cost code.
Status	Click to select the status: Active - Cost code is available for use and appears in lookup lists. Inactive - Cost code is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.
Level Type	Click to indicate if this cost code will be used for grouping or posting. Note: All cost code levels before the last level must be set to Grouping and the last level must be set to Posting.
Previous Quantity	Displays the quantity for the cost code for the project as of the budget effective date of the change order request, excluding the quantity for the change order request.
Unit of Measure	Enter the code of the default unit of measure for the cost code or click to select the default from a lookup list.
Division	If you entered a code for a new cost code, enter the code for the division or click to select from a lookup list. If you selected an existing cost code, displays the division for the cost code.
Payroll Insurance	Enter the code for the insurance class for the cost code or click to select from a lookup list.
Work Location	Enter the code of the work location for the cost code or click to select from a lookup list.
Hours	Displays the total hours all labor-related cost types under the cost code.
Budget Amount	Displays the total budget amount for all non-labor-related cost types under the cost code.
Memo	Enter any comments or notes about the cost code.
COR Quantity	Displays the quantity of the cost code for the change management record.
Cost Code detail grid - Click the plus sign to the left to display the detail view. Each row in the grid is a cost type. Use this grid to control how cost types are used for posting the cost code.
Cost Type Name	Displays the name of the cost type. If the cost code exists on the project, all cost types in the company are displayed. If the cost code is new to the project, all cost types for the project are displayed.
Account	Enter the code of the general ledger account to be used by the cost type for posting under the cost code or click to select from a lookup list.
Calculate Budget By	Click to select the method for calculating the budget for the cost type under the cost code: Lump Sum - You can enter a budget amount for the cost type. Unit Cost - You can enter the quantity and unit cost for the cost type and the system calculates the budget amount. Posted Cost - Calculates the budget amount based on the costs posted to the cost type. Pending and Posted Cost - Calculates the budget amount based on the costs posted to the cost type and pending costs for the cost type.
Unit of Measure	By default, displays the unit of measure for the cost code. If you want to override this value for the cost type under the cost code, enter the code of the default unit of measure for the cost type under the cost code or click to select from a lookup list.
Type	Displays all labels (Previous, COR, and Project To Date) for the subsequent rows.
Quantity or Hours	Displays the existing quantity or hours for the cost type in the Previous row. Enter the incremental change to the quantity or hours for the change order request in the COR row. Displays the total quantity or hours including those for the change order request in the Project to Date row.
Unit Cost	Displays the existing unit cost for the cost type in the Previous row. Enter the incremental change to the unit cost for the cost type in the COR row. Displays the total unit cost including the unit cost for the change order request in the Project to Date row. This field is disabled if the option to use detail item lines is selected in the General tab the cost code/cost type calculates budget by unit cost.
Budget Amount	Displays the existing budget amount for the cost type in the Previous row. Enter the incremental change to the budget amount for the cost type in the COR row. Displays the total budget amount including the budget amount for the change order request in the Project to Date row
Cost Type Summary grid - Each row in the grid is a cost type.
Cost Type	Displays the cost type associated with the displayed budget history.
Previous Budget	Displays the sum of the previous budget lines for the cost type regardless of the cost code.
COR Budget	Displays the sum of the COR lines for the cost type regardless of the cost code.
Project to Date Budget	Displays the sum of the project-to-date lines for the cost type regardless of the cost code.
(below the grid)
Project to Date Hours	Displays the total hours for all cost codes with labor-related cost types in the project change order request.
Project to Date Budget Amount	Displays the budget amount for all cost codes with non-labor-related cost types in the project change order request.


Field	Description
Options for Copy From Issue - If you are copying an issue document to the CMR, use the check boxes to select what to copy.
Copy Notes as Scope of Work	Select the checkbox to copy the notes from the issue document into the Scope of Work field on the CMR.
Copy Other Items	Select the checkbox to copy other items from the issue document into item lines on the CMR. The following fields are copied: Item Description Cost Code Cost Type - Copied to Extended Cost Impact Cost - Copied to Extended Cost Impact Quantity - Copied to Quantity Unit of Measure - Copied to Quantity UOM and Unit Cost UOM Impact Hours - Copied to the CMR Memo with Impact Hours = Notes - Appended to the CMR Memo
Copy Routing/Contacts	Select the checkbox to copy the document routing and contacts from the issue document to the CMR.
Copy References Documents	Select the checkbox to copy the reference documents from the issue document to the CMR. This checkbox is only available if the issue document is for the same project as the CMR.
Copy Binder Items	Select the checkbox to copy the binder items from the issue document to the CMR.
Options for Copy from Another Change Management Record - If you are copying from an existing CMR, use the check boxes in this section to select what to copy.
Copy Options	Select the check box to copy the fields in the Other Options area of the Additional tab from the existing CMR.
Copy Scope of Work	Select the check box to copy the scope of work from the existing CMR.
Copy Reference Documents	Select the checkbox to copy the reference documents from the existing CMR. This checkbox is only available if the CMR from which you are copying is for the same project as the CMR to which you are copying.
Copy Binder Items	Select the checkbox to copy the binder items from the existing CMR.
Select Item Lines to Copy/Copy & Close	Click Select Item Lines to Copy/Copy & Close to select item lines to copy from the existing CMR. You can copy item lines or you can copy item lines and close them in the existing CMR.

This window displays when you create an owner change order from the change management record. Use this popup window to set up 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 continue creating an owner change order from the change management record.


Field	Description
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 default 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 or click to select the default from a lookup list.
Architect	Enter the code of the customer that identifies the architect click to select the default from a lookup list.
AR Revenue Type	Enter the code for the AR revenue type for billing lines or click to select the default 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 for billing lines that will be added or 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 for billing lines that will be added or
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 check box to round billings. This check box 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 check box is selected on the project, this check box 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 check box 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 check box to update existing billing applications. This check box 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 check box, 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 Invoice screen to adjust billing amounts as necessary.

Help for Trimble Products

Enter Change Management Record Field Reference

General tab

Additional tab

Scope of Work tab

Item Lines tab

Cost Codes / Cost Types tab

Billing Codes tab

Contacts/Routing tab

Activity/History tab

Referenced Documents tab

Binder tab

Footer

Help for Trimble Products

Enter Change Management Record Field Reference

General tab

Additional tab

Scope of Work tab

Item Lines tab

Cost Codes / Cost Types tab

Billing Codes tab

Contacts/Routing tab

Activity/History tab

Referenced Documents tab

Binder tab

Footer

Detailed Cost Code Setup popup window

Copy From popup window

Billing Options popup window