Change Order Business Process

Use the Change Order business process to manage a change to a commitment with a vendor (Contract) and track key information about the change, such as the reason and amount.

Characteristics

This is a Project-level business process with a workflow, provided in the system template.

Record Statuses

Approved

terminal status

Canceled

terminal status

Rejected

terminal status

Awaiting_Review

non-terminal status

Pending_Approval

non-terminal status

Sent_for_Revision

non-terminal status

Workflow

The default workflow for the Change Order business process is set up in a certain way; however, it may be used differently by your organization. Typically, a user with the necessary permissions can create the record and either move it directly to the end step or send it to others for review or approval. The recipients in the second step can approve or reject the record or send it on to others.

Related Processes

The Change Order business process might create the following business processes: Not applicable

The Change Order business process might be created by the following business processes: Change Request

Creating a Change Order Record

Create a Change Order record by navigating to Change Management / Change Order on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab. Act on an existing Change Order task that has been assigned to you from the Tasks log.

Complete the Change Order form and attach related documents, if needed. After completing the form, click Send and select an action in the Workflow Actions list to determine the next step in the workflow. Click Send to route the form to the next assignee.

Note: You must enter a value in all required fields (*) before you can save the form.

  1. Go to your Project tab and switch to User mode.
  2. In the left Navigator, select Change Management, and then select Change Order.
  3. On the Change Order page, click Create. Refer to the tables below to complete the form. You can click Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
  4. To add attachments, click Attach Files on the Attachments tab.
  5. After completing the form, click Send.
  6. On the Workflow Action Details tab, select who should receive this Change Order.
    • If permitted, you can add users to the CC list. These users will receive a notification about this Change Order but are not assigned a task.
    • If permitted, you can adjust task due dates for all users, or set individual task due dates for each assignee.
  7. Click Send.
  8. In the Notification window, review the content and click OK.

    The record moves to the next step in the workflow.

Completing the Change Order Form

Key Information

Key information about this Change Order is provided below.

Field Name

Access

Description

Title

Required

Enter a title.

Reference Commit

Required

Select the reference commitment (Contract, PO) for this transaction

Change Reason

Editable

The reason for this change

Amount

Read-Only

This field displays the amount.

Effective Date

Required

Enter the date this record takes effect.

Due Date

Editable

Target completion date for this record. A default duration has been set by your administrator but can be overridden here for this record.

Description

Enter the description or scope of this Change Order. This information might appear in any formal printouts of this Change Order.

Field Name

Access

Description

Short Description

Editable

Enter a description of 250 characters or fewer.

Detailed Description

Editable

The detailed information about the short-description field. The field size can be expanded. The business processes selected for auto-creation will copy this detailed description to the destination business process.

Change Order Details

Details about the Change Order should be entered below.

Field Name

Access

Description

Change Order # (Manual)

Editable

If not using the automatically numbered change orders, tracks a change order number here.

Vendor Change Order #

Editable

The vendor-specific change order number

Schedule Impact (Days)

Editable

If available, provide an estimate for the number of additional days added by this change order.

Revised Contract Completion Date

Editable

The new completion date of the Contract if this Change Order is approved

Change Order Version

Editable

This field is optional. If a previous change order has been rejected or canceled, an incremented version can be tracked in this field.

Financial Summary

The information below gives you a full snapshot of the Contract and the impact of this Change Order.

Field Name

Access

Description

A. Original Commitment

Read-Only

The amount of the original contract

B. Previously Approved Change Orders

Read-Only

The total amount of all previously approved change orders

C. Amount Previous to this Change Order (A+B)

Read-Only

The revised amount of this contract, not including the current (or any pending) change orders

D. Current Request

Read-Only

The amount of this change order

Current CO % Increase (D / C)

Read-Only

The current change order amount increase, in percent, compared to the previous change order amount

E. Revised Contract Amount (C + D)

Read-Only

The revised contract amount upon approval of this change order

Total % Change Increase ((B+D)/A)

Read-Only

The percent increase of all change orders against the original contract amount

Reference Contract Details

Details about the referenced contract are entered below.

Field Name

Access

Description

Contract Number

Read-Only

The unique number for the contract, which might come from a corporate financial system

Vendor Name

Read-Only

The name or nickname for this vendor. This field must be unique to each vendor. This name will be the primary way this company is identified in the system.

Contract Type

Read-Only

The type of contract

Original Contract Completion Date

Read-Only

The target completion date of the original contract, prior to any change orders

Revised Contract Completion Date

Read-Only

The latest contract-completion date, based on all approved change orders

Work Retainage %

Read-Only

The percentage retained for work or services. The default value is set in the project setting. Can be changed at the Contract level or Contract line-item level.

Stored Materials Retainage %

Read-Only

The percentage retained on stored materials. The default value is a project setting. Can be changed at the Contract or Contract line item level.

Vendor Information

Details of the Vendor for this Contract. If the Vendor has Unifier Essentials users, be sure to select them here so that they can see the contract.

Field Name

Access

Description

Legal Vendor Name

Read-Only

Lists the legal vendor name if the vendor name is different from the vendor full legal business name, the vendor has a name longer than 50 characters, or both.

Vendor ID

Read-Only

If Unifier Essentials is integrated with an external system, this field contains the ID that corresponds to the vendor in the external system. Populates based on the selected Vendor. If not integrated with an external system, leave blank.

Vendor a Unifier User?

Required

Indicates whether or not the vendor should be CCed when the contract is approved. CCing the vendor allows the vendor to see the contract, with some restrictions, as well as to access the contract when creating Change Orders, Payment Applications, or other business processes.

Vendor User

Editable

Indicates whether the vendor is a user in the system

Vendor Contact First Name

Editable

Enter the first name of the main vendor contact.

Vendor Contact Last Name

Editable

Enter the last name of the main vendor contact.

Vendor Contact Phone

Editable

Enter the phone number of the main vendor contact.

Contact Email

Editable

Enter the email of the main vendor contact.

Record Information

System information about this record

Field Name

Access

Description

Record Number

Read-Only

System-assigned record number

Status

Read-Only

Record status for a workflow BP record is based on the workflow action preceding the current workflow step.

Creator

Read-Only

Creator of this record

Creation Date

Read-Only

Date that the record was created

Record Last Update Date

Read-Only

Date that the record was last updated

Business Process Record URL

Read-Only

A shareable link to this record, for anyone with the necessary permissions

Project Number

Read-Only

Unique Project Number

Project Name

Read-Only

Name of the project

Unit Cost Information

Information on the cost per unit for this record. The Unit of Measure and Unit Quantity values are set to the project values by default.

Field Name

Access

Description

Unit of Measure

Editable

Enter the Unit of Measure used for the Unit Quantity and Cost Per Unit amounts.

Unit Quantity

Editable

Unit quantity to be used to calculate the Cost Per Unit for this record

Cost per Unit

Read-Only

Total cost divided by the unit quantity for this record

Related Activity/Milestone

Schedule information of the selected activity/milestone

Field Name

Access

Description

Activity/Milestone

Editable

Select the activity or milestone that should be used to track the planned and actual dates in this record.

Activity Name

Read-Only

The name of the selected activity/milestone from Project Schedule

Planned Start

Read-Only

The planned start date from the selected activity/milestone

Planned Finish

Read-Only

The planned finish date from the selected activity/milestone

Actual Start

Read-Only

The actual start date for the project from the schedule activity/milestone

Actual Finish

Read-Only

The actual finish date from the selected activity/milestone

Additional Information

The Change Order Additional Information block is reserved for future use by your organization.

Field Name

Access

Description

Change Order Date Picker UDF 1

Disabled

Reserved for future use by your organization

Change Order Date Picker UDF 2

Disabled

Reserved for future use by your organization

Change Order Decimal UDF 1

Disabled

Reserved for future use by your organization

Change Order Decimal UDF 2

Disabled

Reserved for future use by your organization

Change Order Date Only Picker UDF 1

Disabled

Reserved for future use by your organization

Change Order Date Only Picker UDF 2

Disabled

Reserved for future use by your organization

Change Order Currency Amount UDF 1

Disabled

Reserved for future use by your organization

Change Order Currency Amount UDF 2

Disabled

Reserved for future use by your organization

Change Order Picker UDF 1

Disabled

Reserved for future use by your organization

Change Order Picker UDF 2

Disabled

Reserved for future use by your organization

Additional Notes

The Change Order Additional Notes block is reserved for future use by your organization.

Field Name

Access

Description

Change Order Text 255 UDF 1

Disabled

Reserved for future use by your organization

Change Order Text 255 UDF 2

Disabled

Reserved for future use by your organization

Change Order Text 255 UDF 3

Disabled

Reserved for future use by your organization

Change Order Text 255 UDF 4

Disabled

Reserved for future use by your organization

Change Order Long Text UDF 1

Disabled

Reserved for future use by your organization

Change Order Long Text UDF 2

Disabled

Reserved for future use by your organization

Currency

If the currency of this Change Order is different from the project currency, specify it here.

Field Name

Access

Description

Transaction Currency

Editable

If there are multiple currencies defined, use this field to specify a currency other than the project currency.

Rate in Project Currency

Read-Only

Exchange rate that will be used to calculate the Project Currency Amount. This will be set after the record is saved, submitted, or sent forward in the workflow. After it is set for a record, it cannot be changed.

Project Currency Amount

Read-Only

This field shows the amount of the transaction, according to the project currency.

Consolidating Line Items

Change Order line items can be consolidated from the following business processes:

Completing the Line Items tab

General

Field Name

Access

Description

Cost Code

Required

Enter a cost code.

Code Name

Read-Only

Populates the code name of the selected cost code

Reference

Editable

Use this field to change an existing line in the Schedule of Values (SOV). After the record is approved, the line item will be updated to include the change made by this line item. If blank, a new line in the SOV will be created upon approval.

Originating Change Request

Read-Only

If this line item was consolidated from a change request, it will be displayed here. If your environment is configured to allow inclusion of previously consolidated line items and you are creating a second Change Order because the first one was canceled or rejected, this field includes the consolidated line items from the first Change Order.

Only Change Requests that reference the same Contract will be available for line item consolidation.

Scheduled Value

Read-Only

The scheduled value of the referenced line item

Originating Potential Change Order

Read-Only

If this line item was consolidated from a Potential Change Order, it will be displayed here.

Only Potential Change Orders that reference the same Contract will be available for line item consolidation.

Commits Remaining Balance

Read-Only

The remaining balance for the referenced SOV line item

Change Order Details

Enter the cost for this line item as a lump sum or a unit rate.

Field Name

Access

Description

Item Quantity

Editable

Enter the item quantity.

Unit of Measure

Editable

The default unit of measure used for any line items that are added to this record

Item Unit Cost

Editable

Enter the item unit cost.

Amount

Read-Only

This field displays amount.

Description

Enter a description for this Change Order line item.

Field Name

Access

Description

Short Description

Required

Enter a description of 250 characters or fewer.

Detailed Line Item Description

Editable

Enter additional detailed information about the line item description field.

Retainage

By default, the retainage is set at the Contract level. If you want to override the percentages for any line items, you can do so here.

Field Name

Access

Description

Work Retainage %

Editable

The percentage retained for work or services. The default value is a project setting. Can be changed at the Contract level or Contract line-item level.

Stored Materials Retainage %

Editable

The percentage retained on stored materials. The default value is a project setting. Can be changed at the Contract level or Contract line-item level.

Additional Information

Enter additional information specific to this Change Order line item.

Field Name

Access

Description

Spend Category

Editable

Select a spend category.

Work Package

Editable

Select the Work Package that this item will roll up to.

Contract Line Item UDF PD 1

Disabled

Reserved for future use by your organization

Contract Line Item UDF Text 255 1

Disabled

Reserved for future use by your organization

Contract Line Item UDF CA 1

Disabled

Reserved for future use by your organization

Contract Line Item UDF DA 1

Disabled

Reserved for future use by your organization



Last Published Monday, April 14, 2025