Adding New Items to a Contract with a Change Order

• Note: This tab is not available unless your agency has selected the agency option to allow new items to be added to a contract on change orders.

Sometimes during the course of construction on an agency project, the contractor will need to obtain items that were not included in the executed contract. This is one of the most common reasons for creating a change order. Any kind of item can be added to the contract on a change order, including new reference items, contract items and, depending on an agency option setting, unattached items. 

When a change order is approved and includes the addition of new items for the contract, and materials and acceptance actions have been generated for the contract, the system automatically updates the contract materials and acceptance actions for the new items and item amounts (see Generating Contract Materials and Acceptance Actions).

To maintain new items being added to the contract by change order, click the New Items tab on the Contract Change Order Summary. The New Items tab contains rows for all the items being added to the contract on this change order. Items are organized into separate sections for the different types of new items.

• Note: The content and functionality of this tab differs depending on whether your agency allows the use of unattached contract items. For agencies that use unattached items, there are three sections on this tab: New Items, Unattached Items, and Contract Items. Agencies that do not use unattached items have two sections: New Items and Contract Items.

To add or change new items being added to the contract in this change order, expand a section row to display all the items being added of that type in accordion rows. Use the Project filter to display only those items in a specific project.

Each item row displays an Actions button and current values for these fields:

• Project Item Ln Num

• Cont Item Ln Num

• Item - Descr

• Supp Descr

• Unit

• Proj - Descr

• Cat - Descr

• Qty

• Price

• Ext Amt

New Items

New items are items that have previously not been associated with this contract on any project, but need to be added to it.

To view or change information for an existing new item being added on this change order, expand the item row. The system displays these fields:

• Project Item Line Number

• Contract Item Line Number

• Quantity

• Item Source

• Unit Price

• Extended Amount

• Supplemental Description

• Item Reason

• Note: The system enables system administrators to set either the Price Adjustment Base Date or the Change Order Approved Date as the price base date for item sources that apply to new change order items. The three types of item sources related to change orders include: Change Order Item (items added in this section), Modified Change Order Item, and Modified Original Item. If the agency option is set to Price Adjustment Base Date, then the system uses the contract time referenced by the agency option “Contract Time For Price Adjustment Base Date” as the base date rather than using the change order date.

The following fields and links are present if your agency has selected agency options to allow them:

• Fund Information...

• Funding

• Contractor

 

• Note: The Fund Information... link opens the read-only Contract Fund Information modal window, which lists contract-specific fund packages and their funding allocation information. For more information about contract funds, see Maintaining a Contract Fund Package.

If an explanation is needed for the new item, expand the Change Order Explanations section of the row. Enter or view information in these fields for one or more explanations:

• Order

• Reference Explanation Name (When you enter a value in this field, the system displays the explanation type below the name, and it displays the description in the Explanation Description field.)

• Supplemental Explanation

• Synched

For each explanation you add, a value in the Order field is required.

To delete a new item from the change order, select Delete from the Actions menu on the item row. The system shades the row gray to indicate it is marked for deletion. To reverse the delete action, click the Undo button.

Adding a New Item

Follow these steps to add a new item to the change order:

1. On the Contract Change Order Summary, click the New Items tab, and then click the Select New Item button.
   
   The system displays a modal window for selecting new items.

2. In the Item field, select the item you want to add to the change order.
   
   Use the Quick Find search box and the Projects and Categories filters to more easily locate the project and category to which you want to add the new item.

3. Click the row for the project/category to which you want to add the item.
   
   The system adds a check mark beside each row you select and shades the row. To cancel a selection, click the selected row again.

4. Click the Add to Change Order button.
   
   The system closes the modal window and adds the new item to the list. Project and contract item line numbers are assigned according to your agency's line number settings, but can be changed. For information about the item source, see Item Source and Change Order Items.

5. To save the new item on the change order, you must enter information in the Quantity and Unit Price fields. It is not required, but you can record additional information in the Funding, Supplemental Description, and Explanations fields.

6. Click Save.
   
   The system adds the item to the change order following roll-up rules for a contract item.

Unattached Items

• Note: This section is not available unless the Allow Unattached Items agency option is selected for your installation.

The Unattached Items section of the New Items tab is used to add unattached contract items to the change order so that they can be included in contract payments.

To view or change information for an existing unattached item being added on this change order, expand the item row. The system displays these fields:

• Project Item Line Number

• Contract Item Line Number

• Quantity

• Item Source

• Unit Price

• Extended Amount

• Supplemental Description

• Item Reason

 

The following fields and links are present if your agency has selected agency options to allow them:

• Fund Information...

• Funding

• Contractor

 

• Note: The Fund Information... link opens the read-only Contract Fund Information modal window, which lists contract-specific fund packages and their funding allocation information. For more information about contract funds, see Maintaining a Contract Fund Package.

If an explanation is needed for the unattached item, expand the Change Order Explanations section of the row. Enter or view information in these fields for one or more explanations:

• Order

• Reference Explanation Name (When you enter a value in this field, the system displays the explanation type below the name, and it displays the description in the Explanation Description field.)

• Supplemental Explanation

• Synched

For each explanation you add, a value in the Order field is required.

To delete an unattached item from the change order, select Delete from the Actions menu on the item row. The system shades the row gray to indicate it is marked for deletion. To reverse the delete action, click the Undo button.

Adding Unattached Items

Follow these steps to add one or more unattached items to the change order:

1. On the Contract Change Order Summary, click the New Items tab, and then click the Select Unattached Item button.
   
   The system displays a modal window listing all the unattached items in the contract. Use the Quick Find and Contract Item Line Number filters to more easily locate the unattached items you want to add.

2. Click the rows for one or more unattached items you want to add to the change order.
   
   The system adds a check mark beside each row you select and shades the row. To cancel a selection, click the selected row again.

3. Click the Add to Change Order button.
   
   The system closes the modal window and adds the new item to the list. For information about the item source, see Item Source and Change Order Items.

4. To save the unattached item on the change order, you must enter information in the Quantity field. It is not required, but you can record additional information in the Funding, Supplemental Description, and Explanations fields.

5. Click Save.
   
   The system adds the item to the change order following roll-up rules for a contract item. If materials and acceptance actions have already been generated for the contract, the system automatically updates the contract materials and acceptance for the new items and item amounts (see Generating Contract Materials and Acceptance Actions).

Contract Items

Contract items are items that are already associated with this contract, but need to be added to one or more additional projects/categories. This can include adding the contract item to a different category within the same project.

To view or change information for an existing contract item being added on this change order, expand the item row. The system displays these fields:

• Project Item Line Number

• Contract Item Line Number

• Quantity

• Item Source

• Unit Price

• Extended Amount

• Supplemental Description

• Item Reason

• Note: The system enables system administrators to set either the Price Adjustment Base Date or the Change Order Approved Date as the price base date for item sources that apply to new change order items. The three types of item sources related to change orders include: Change Order Item, Modified Change Order Item (items added in this section), and Modified Original Item (items added in this section). If the agency option is set to Price Adjustment Base Date, then the system uses the contract time referenced by the agency option “Contract Time For Price Adjustment Base Date” as the base date rather than using the change order date

The following fields and links are present if your agency has selected agency options to allow them:

• Fund Information...

• Funding

• Contractor

 

• Note: The Fund Information... link opens the read-only Contract Fund Information modal window, which lists contract-specific fund packages and their funding allocation information. For more information about contract funds, see Maintaining a Contract Fund Package.

If an explanation is needed for the contract item, expand the Change Order Explanations section of the row. Enter or view information in these fields for one or more explanations:

• Order

• Reference Explanation Name (When you enter a value in this field, the system displays the explanation type below the name, and it displays the description in the Explanation Description field.)

• Supplemental Explanation

• Synched

For each explanation you add, a value in the Order field is required.

To delete a contract item from the change order, select Delete from the Actions menu on the item row. The system shades the row gray to indicate it is marked for deletion. To reverse the delete action, click the Undo button.

Adding a Contract Item

Follow these steps to add a new item to the change order:

1. On the Contract Change Order Summary, click the New Items tab, and then click the Select Contract Item button.
   
   The system displays a modal window for selecting contract items.

2. In the Contract Item box, type or select the contract item you want to add to the change order.
   
   Use the Quick Find, Projects, and Categories filters to more easily locate the project and category to which you want to add the contract item.

3. Click the row for the project/category to which you want to add the contract item.
   
   The system adds a check mark beside each row you select and shades the row. To cancel a selection, click the selected row again.

4. Click the Add to Change Order button.
   
   The system closes the modal window and adds the new item to the list. Project and contract item line numbers are assigned according to your agency's line number settings, but can be changed. For information about the item source, see Item Source and Change Order Items.

5. To save the contract item on the change order, you must enter information in the Quantity field. Enter information in other fields as appropriate.

6. Click Save.
   
   The system adds the item to the change order following roll-up rules for a contract item.

Item Source and Change Order Items

Each item on a change order can have up to three item sources: one each on the change order, the contract item, and the contract project item. These Item Source values vary based on several factors, including the source of the item before the change order was created and the setting for the agency option to allow unattached items. In addition, the item source changes upon approval of the change order used to add it to the contract.

The following tables describe the Item Source values for different types of items as they are added by a change order and the change order is approved.

When the agency option to allow unattached items is set to True:

 

Type of Change Order Item	Contract Item Source Before CO is Created	Change Order Item Source	Contract Item Source Before CO Approval	Contract Item Source After CO Approval	Cont Proj Item Source Before CO Approval	Cont Proj Item Source After CO Approval
Change order new item	Does not exist	ChangeOrder	Unattached	ChangeOrder	Unattached	ChangeOrder
Change order unattached item	Unattached	Unattached	Unattached	ChangeOrder	Unattached	ChangeOrder
Original contract item	Original	ModifiedOriginal	Original	Original	Unattached	ModifiedOriginal
Change order contract item	Change Order	ModifiedChangeOrder	ChangeOrder	ChangeOrder	Unattached	ModifiedChangeOrder

 

When the agency option to allow unattached items is set to False:

 

Type of Change Order Item	Contract Item Source Before CO is Created	Change Order Item Source	Contract Item Source Before CO Approval	Contract Item Source After CO Approval	Cont Proj Item Source Before CO Approval	Cont Proj Item Source After CO Approval
Change order new item	Does not exist	ChangeOrder	Item is not added to contract until CO approval	ChangeOrder	Item is not added to contract until CO approval	ChangeOrder
No attached items allowed	N/A	N/A	N/A	N/A	N/A	N/A
Original contract item	Original	ModifiedOriginal	Item is not added to contract until CO approval	Original	Item is not added to contract until CO approval	ModifiedOriginal
Change order contract item	Change Order	ModifiedChangeOrder	Item is not added to contract until CO approval	ChangeOrder	Item is not added to contract until CO approval	ModifiedChangeOrder

Related topics:

Maintaining a Contract Change Order