Change Order

CONVENTIONS

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CHANGE ORDER

When a Client requests changes to a job, the Account Manager should file a Change Order. The Order enables you to easily track the number of changes requested over the course of a job’s lifecycle. As you know, some Clients demand a lot, and that affects both billing and budgeting.

TIP: Paste Client comments received via e-mail into a Change Order (or Progress Report). That way, you’ll have a more complete job history and won’t have to worry about wading through e-mail.

CREATING A CHANGE ORDER

To create a Change Order, go to Clients & Jobs — Client — Job One Sheet — I Want To: Create Change Order. You can also click  at the top of the screen. 

TIP: When navigating via the  menu, the Job field on the initial Create screen is content-sensitive. Enter as many job Title keywords as possible to narrow down the list more quickly and eliminate unnecessary scrolling.

Enter a Subject for the Change Order and, if applicable, Additional Time and Cost figures. If entering an Additional Cost, and you’d like the figure to be applied to the existing Budget amount, check the box beside Add Cost to Budget; Submit. Once submitted, the Additional Cost dollar value of the Order will appear in the job’s One Sheet and Financial Report.

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An unlimited number of subsequent Change Orders can be filed under the job, and their Additional Cost figures applied to its overall Budget. If multiple Additional Cost figures have been applied to a job, clicking on the cumulative Additional Cost figure in the [job] Financial Report will display a breakdown of all Change Orders.

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SHARING A DOCUMENT WITH CLIENTS

If you’d like to share a document with a Client, at the bottom of its Create (or Edit) screen, indicate the specific Client Viewable User(s). If e-mail addresses have been associated with selected User(s), they’ll appear in the Notify Client by E-mail field once a specific User(s) is indicated. To alert internal Employees via their Message box, simply add their names to the cc: field. External contacts will receive an e-mail that reads:

“The document ‘[Subject]’ has been posted by [Employee] for your review. To view it, please click on the following link and enter the Agency, User name, and Password supplied to you by your agency representative.

[Link]

To provide comments regarding the document, click its corresponding Add Comment link. Should you need further assistance, please contact your agency representative.”

Clients will be directed to the Client Interface where they can sign in using your Agency name and the User name and Password you’ve assigned within their Client Spec Sheet.

They’ll also need to check the box beside Client and enter their corresponding ID number. This number can be found within the Client Spec Sheet.

Clients can return comments via the Add Comment links beneath both Attachments and posted documents. Comments are automatically sent to the CurrentTrack Messages box of the Account Executive and Coordinator specified in the Client’s Spec Sheet, as well as Employees listed in the Default and Client-specific Notifications areas. A copy of the Comments are also saved in the [job] Documents Folder, beneath its parent document, and is viewable by everyone in your agency.

SHARING A DOCUMENT WITH VENDORS

If you’d like to share a document with a Vendor (e.g. a Purchase Order), check the appropriate box beside Viewable, at the bottom of the form. Click the pop-up box to the right of the Vendor User(s) field. The Vendor Address Book will appear. Simply click the appropriate name(s) and close the box. Next, check the box beside Notify Vendor by E-mail. If addresses have been associated with the selected Vendor User(s), they’ll appear in the box. Manually enter (or remove) addresses, separated by commas. To alert internal Employees via their Message box, simply add their names to the cc: field. External contacts will receive an e-mail that reads:

“The document ‘[Subject]’ has been posted by [Employee] for your review. To view it, please click on the following link and enter the Agency, User name, and Password supplied to you by your agency representative.

[Link]

To provide comments regarding the document, click its corresponding Add Comment link. Should you need further assistance, please contact your agency representative.”

Vendors will be directed to the Client Interface where they can sign in using your Agency name and the User name and Password you’ve assigned them within the Vendor Address Book. 

They’ll also need to check the box beside Vendor and enter their corresponding ID number. This number can be found within their Vendor Address Book profile.

Vendors can return feedback via the Add Comment link located beneath each posted document. Feedback is automatically sent to the CurrentTrack Messages box of the Account Executive(s) and Coordinator(s) specified in the Client’s Spec Sheet as well as to Employees listed in the Notifications areas. A copy of the Feedback is saved in the [job] Documents Folder, beneath its parent document, and is viewable by everyone in your agency.

 

VIEWING A CHANGE ORDER

To View a Change Order internally, go to Clients & Jobs — Client — Job One Sheet — I Want To: Open Documents Folder.

Click the View link beside the Order. To view its Printer Friendly version, click the printer icon located at the top of the screen.

TIP: Upload a PDF of the Printer Friendly Order to the [job] Attachments Folder for Client sign-off, via the Client Interface. They can submit their approval via its Feedback link and it’ll reside in the [job] Documents Folder for future reference.

If external notification has been sent to a Client or Vendor, they will be directed to the Client Interface where they can sign in using your Agency Name and the User Name and Password you’ve assigned them within either the Client Spect Sheet or Vendor Address BookExternal users can return comments via the Feedback link located to the left of each posted document. Feedback is automatically sent to the CurrentTrack Messages box of the Account Executive and Coordinator specified in the Client’s Spec Sheet as well as to Employees listed in the Notifications areas. A copy is also saved in the [job] Documents Folder, beneath its parent document, and is viewable by everyone in your agency.


MOVING A CHANGE ORDER

Should you happen to misfile a Change Order, go to Clients & Jobs — Client — Job One Sheet — I Want To: Open Documents Folder.

Click the Order’s corresponding Move link. Select the correct Job Number from the drop-down menu; click Submit.

 

DELETING A CHANGE ORDER

A Change Order can be deleted in two different ways — From within the Documents Folder of the job and from within the actual Order itself.

To delete a Change Order from within the Documents Folder of the job, go to Clients & Jobs — Client — Job One Sheet — I Want To: Open Documents Folder. Click the Delete link beside the desired document. At the prompt, click OK. 

To delete a Change order from within the document itself, go to Clients & Jobs — Client — Job One Sheet — I Want To: Open Documents Folder. Click the Edit link beside the desired document. Once inside, click Delete, at the bottom of the page.

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