Actions for submitted change orders

Contract Administrators can review submitted change orders and perform any of these actions:

Complete

For new Contract lines, all line information must be entered before Complete is selected. Selecting Complete results in these outcomes:

  • The change order status is Completed. You cannot process the change order further.
  • New allowances from the change order are created.
  • Amounts on lines and allowances are updated based on the change order.
  • Amounts from allowances are drawn down to lines based on the change order.
  • Allowances are closed if their balance is 0.00.
  • New lines are available for updating.
  • The Contract Lifetime Maximum field is updated. For this update, the Update Contract Lifetime Maximum When Change Order Updates Occur check box must be selected on the contract classification.
  • If the Create Contract Document When Change Order Is Completed check box is selected on the contract classification, a contract document is created. The contract document is based on the template that you are required to specify to complete the change order.

If an approver is selected, the change order undergoes the approval process. This list shows the methods for an approver to receive and process a submitted change order:

  • An email is sent to the approver to notify them of the submitted change order.
  • The submitted change order is sent to the approver's Inbasket. The approver must select any of these actions:
    • Complete: The change order status is Completed and an email is sent to notify the primary contact for the contract about the approval.
    • Reject: The Reject process is initiated. An email is sent to notify the primary contact for the contract and the requester about the rejection. The change order cannot be processed further.
    • Return: The change order status is Unsubmitted. An email is sent to notify the primary contact for the contract and the requester that the change order is unsubmitted.

If the approver selects Reject or Return, you cannot process the change order further.

Reject

You must specify a reason for the rejection. Selecting Reject results in these outcomes:

  • The change order status is Rejected. You cannot process the change order further.
  • Contract lines that are created from the change order details are closed.
  • If the rejected change order is from a Requester or a Supplier, an email is sent to notify them about the rejection and the reason for the rejection.

Unsubmit

Select Unsubmit to send the change order back to the creator for changes. You must specify a reason to unsubmit the change order. Selecting Unsubmit results in these outcomes:

  • The change order status is Created.
  • If the change order is from a Requester or a Supplier, an email is sent to notify them about the unsubmitted change order and the reason it is unsubmitted.