Field Definitions: PM Change Order Requests Form

The following is a list of field descriptions for the PM Change Order form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.

Contract

Enter a contract or press F4 to select one from a list.

Only pending change orders for projects associated with this contract can be added to the Change Order Request.

Note:

You cannot select a pending contract in this field. The contract must be interfaced with accounting using PM Interface before you can create a change order request on it.

 

 

Change Orders - Overview

PM Change Order Requests

COR: Change Order Request

Create a new COR

There are three ways to create a new change order request (COR) using this field:

  • Click the New Record icon () at the top of the form. The system will populate the field with the next available COR number once you enter a contract number in the Contract field. Press TAB to accept the assigned number and the COR will be created.

  • Enter a '+' and the field will populate with the next available COR number. Press TAB to accept the assigned number and create the new COR.

  • Entering a COR number that does not exist on the project and then press TAB to create the COR. You can also press F4 to see a list of CORs that have already been created. The COR number must be between 32,767 and -32,768

    Open an existing COR

Enter an existing COR number or press F4 to select an existing COR from a list.

 

Change Orders - Overview

PM Change Order Requests

Description

Enter a description of the change order request. The value in this field can be up to 60 characters long.

 

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PM Change Order Requests

Details

Use this field to enter detailed information about the change order request.

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

 

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PM Change Order Requests

Document Type

Use this field to categorize the change order request that you are creating. Press F4 to select a document type from a list.

Document types are created and maintained using the PM Document Types form. Click here for more information on document types.

Required when using 'Send with Transmittal'

If you select > Send with transmittal, a document type must be selected in this field.

Click here for an overview of the Create & Send feature.

Change Orders - Overview

PM Change Order Requests

Date

Enter the change order request date. When creating a new change order request, this field will populate with the current date.

 

Change Orders - Overview

PM Change Order Requests

Status

Use this field to define the status of the change order request. For example, if the COR has been sent for approval, or has been approved by the customer. Enter a status ID or press F4 to select one from a list.

Note: Status IDs are created and maintained using PM Status IDs. You can open this form be pressing F5 while in this field.

By default this field will populate with the default beginning status defined using the Default Beginning Status field on the Info tab of PM Company Parameters .

Change Orders - Overview

PM change Order Requests

Change in Days

Use this field to enter the number of the days that the project is extended by the change order request. This field will be used to calculate the default value of the New Completion Date field, and it can be added to the Change Order Request document generated using the Create and Send feature on this form.

Note:

This field will not affect the change in days entered on the PCO items associated with this change order request.

This field will default based on the change in days associated with the pending change orders attached to the COR using the PCO tab. You can override this calculated value if desired.

Note:

You can add a change in days to PCO items using the Change in Days field on the Info tab in the lower portion of PM Pending Change Orders . When the pending change orders are approved, the change in days on each pending change order item will update the change in days on the contract in PM Contracts> Info> Days in Contract> Current field.

 

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PM Change Order Requests

New Completion Date

Use this field to enter the new completion date of the project.

By default, this field will populate with the Projected Completion Date on the Contract plus the number of days entered in the Change In Days field on this form.

Note:

The projected completion date is entered on a contract using the Project Completion Date field on the Info tab in PM Contracts .

Change Orders - Overview

PM Change Order Requests

Sent

Use this field to enter the date the change order request was sent. By default this field will populate with the current date when the change order request is created.

You can also change the label of this field and use it for a different purpose.

Change the Field Label

You can change a field label to match your own usage or terminology using the Field Properties form. Following the steps below will change how the field label appears for all users of the application.

  1. Click in the field and press F3. This will open Field Properties.
  2. Open the System Overrides tab.
  3. Enter the new field label in the Form Label and Col Heading fields.
  4. Click the Apply button.
  5. A message window will appear. Click OK to reopen the form using the new field label.

    Change Orders - Overview

    PM Change Order Requests

Due Back

Use this field to enter the date the change order request in due back from the owner.

You can also change the label and use the field for a different purpose.

Change the Field Label

You can change a field label to match your own usage or terminology using the Field Properties form. Following the steps below will change how the field label appears for all users of the application.

  1. Click in the field and press F3. This will open Field Properties.
  2. Open the System Overrides tab.
  3. Enter the new field label in the Form Label and Col Heading fields.
  4. Click the Apply button.
  5. A message window will appear. Click OK to reopen the form using the new field label.

    Change Orders - Overview

    PM Change Order Requests

Received

Use this field to enter the date the change order request was received back from the owner.

You can also change the label of this field and use it for a different purpose.

Change the Field Label

You can change a field label to match your own usage or terminology using the Field Properties form. Following the steps below will change how the field label appears for all users of the application.

  1. Click in the field and press F3. This will open Field Properties.
  2. Open the System Overrides tab.
  3. Enter the new field label in the Form Label and Col Heading fields.
  4. Click the Apply button.
  5. A message window will appear. Click OK to reopen the form using the new field label.

    Change Orders - Overview

    PM Change Order Requests

Approved

Use this field to enter the date the change order request was approved.

You can also change the label and use the field for a different purpose.

Change the Field Label

You can change a field label to match your own usage or terminology using the Field Properties form. Following the steps below will change how the field label appears for all users of the application.

  1. Click in the field and press F3. This opens Field Properties.
  2. Open the System Overrides tab.
  3. Enter the new field label in the Form Label and Col Heading fields.
  4. Click the Apply button.
  5. A message window will appear. Click OK to reopen the form using the new field label.

    Change Orders - Overview

    PM Change Order Requests

Project

Use this field to select the project associated with the PCO that you would like to add to the change order request. Enter a project number or press F4 to select a project from a list.

Note:

Only projects associated with the contract entered in the Contract field in the upper portion of the form can be selected in this field. Projects are associated with specific contracts using the Contract field on the Info tab of PM Projects. You can open PM Projects from this form by pressing F5 while in this field.

Change Orders - Overview

PM Change Order Requests

PCO Type

Use this field to select the type of PCO that you would like to add to the change order request. Enter a PCO type or press F4 to select one from a list.

PCO types are document types that are set up to be used with pending change orders. Document types are created and maintained using PM Document Types , and a document type is a PCO type if Pending Change Order is selected in the Document Category drop down on the Info tab. Once a PCO type is created, it is associated with a PCO using the PCO Type field on PM Pending Change Orders.

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PM Change Order Requests

PCO

Select the PCO that should be on the change order request. Enter a PCO number or press F4 to select a PCO from a list.

Note:

Only PCOs associated with the project, and PCO type selected in the Project and PCO Type field can be selected in this field.

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PM Change Order Requests

Project

This field displays the project associated with the contact.

 

Create and Send - Overview

PM Change Order Requests

Sent To Firm

Enter the firm that should receive the document(s) generated using the Create and Send feature or press F4 to select a firm from a list.

Click here for an overview of the Create and Send feature.

Drag and Drop

To drag and drop firms/contacts to the distribution grid, double-click the Distribution tab (label) or select View > Project Firms List. This displays the Project Firm Contacts list. You can then select a firm/contact and drag it to the grid.

Note:

If you manually add a firm/contact to the grid that is not set up for the project, upon saving the record, the system displays a message indicating the firm/contact does not exist in PM Firms and gives you the option to add the firm/contact. Select Yes to add the firm/contact to the distribution list and to PM Firms. Select No to add the firm/contact to the distribution grid only.

Distribution defaults

When creating a new record, the Distribution tab will automatically populate with any PM firm contact set up as a distribution default.

For example, if a contact at an architecture firm should receive a copy of all drawing logs of document type 'ARCH', you can use the distribution default feature to set up that contact as a default for 'ARCH' documents. When drawing logs of that type are created, that contact will automatically populate on the Distribution tab.

Click here for more information on distribution defaults.

Using the sort name

Tip:

The sort name can be used instead of the firm number when selecting firms in PM module forms. Generally the sort name is the first several letters of the firm name. 
For example when creating a subcontract in the PM Subcontracts form for 'Bryan Electrical', you can enter the sort name 'bryan' in the Vendorfield instead of the firm number '10042'. The sort name of a firm is set up using the Sort Name field on the PM Firms form.

Create and Send - Overview

PM Change Order Requests

Sent To Contact

Enter the contact that should receive the document(s) generated using the Create and Send feature, or press F4 to select one from a list. Only contacts associated with the firm selected in the Sent To Firm field can be selected.

Contacts are associated with firms using PM Firm Contacts .

Distribution defaults

When creating a new record, the Distribution tab will automatically populate with any PM firm contact set up as a distribution default.

For example, if a contact at an architecture firm should receive a copy of all drawing logs of document type 'ARCH', you can use the distribution default feature to set up that contact as a default for 'ARCH' documents. When drawing logs of that type are created, that contact will automatically populate on the Distribution tab.

Click here for more information on distribution defaults.

Create and Send - Overview

PM Change Order Requests

Send

Check this box if the contact should receive communications generated using the Create and Send feature.

When this box is not checked, the contact can be manually added to a Create and Send email but they will not automatically populate in the To, Cc, or Bcc fields on the Message tab of the PM Send Documents form.

Click here for an overview of the Create and Send feature.

If a communication has already been sent

If this contact was added to an email generated using the Create and Send feature, this box will be checked.

Create and Send - Overview

PM Change Order Requests

Preferred Method

Use this field to select which type of communication should be sent to the contact when using the Create and Send feature. This field defaults based on the preferred method set up using PM Firm Contacts.

  • M -Print — Print a hard copy of the generated PDF document(s). When this option is selected, the contact will not receive a copy of the email body text.

  • E -Email — Send the generated PDF document(s) using email. The email address of the contact is pulled from the Email field on the Info tab of the PM Firm Contacts form. F -Fax — Send the generated PDF document(s) suing fax. The system will use the fax number set up on the PM Firm Contacts form.

    Note:

    This option requires that you have a fax server set up in the Fax Server Name field on the Info tab of PM Company Parameters .

Create and Send - Overview

PM Change Order Requests

Send Type

Select how the contact should be added to the communication generated from the Create and Send feature: To, Cc, Bcc.

When a communication is created using the Create and Send feature (), the contact will automatically be added using the selection in this field.

Click here for an overview of the Create and Send feature.

If a communication has already been sent

If an email generated using the Create and Send feature has already been sent to the contact, this field will display how the contact was included on the last communication.

For example if the contact was added to an email in the To field on the PM Send Documents form, To will display in this field. When a new email is created using the Create and Send form, the contact will automatically populate in the To field.

 

Create and Send - Overview

PM Change Order Requests

Date Sent

This field displays the date a communication was sent to the contact using the Create and Send feature.

If several communications have been sent, the most recent date will display.

 

 

Create and Send - Overview

PM Change Order Requests

Date Signed

Enter the date the contact signed the document.

Date field shortcuts

T or t

Set the date to the current date.

MMDD

Four digit month and day

Enter a four digit month and date (MMDD) and the system will automatically add the current year.

+

The system will automatically set the date to tomorrow.

+5

The system will automatically set the date to 5 days in the future.

You can actually enter any value after the +, for example you can enter +7 to set the date to next week.

-

The system will automatically set the date to the previous day.

-5

The system will automatically set the date to 5 days in the past.

Just like with +, you can enter any value after the -, for example you can enter -7 to set the date to the previous week.

Create and Send - Overview

PM Change Order Requests

Notes (Contact)

Enter any notes that relate to this contact. You can double click in the field if you need more space to enter information.

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

Create and Send - Overview

PM Change Order Requests

Notes tab

Use this field to enter notes on the change order request.

Add a Standard Note

Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.

To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling to spell check the text in this field.

Change Orders - Overview

PM Change Order Requests