Specify change orders

A change order is a request for a change to budget. You change a budget without a change order by making a change on the same form you used to define the budget, such as Life Only Budget (AC20.1). Use this procedure to create a change order to modify an existing budget.

To automatically create an audit trail of budget changes made with change orders, you must select Yes in the Change Order Audit field on Activity Group (AC00.1).

  1. Access an appropriate change order form.
    To process a change order for Use
    A life only budget Life Only Budget Change Order (AC21.1)
    An annual budget Annual Budget Change Order (AC21.2)
    A period budget Period Budget Change Order (AC21.3)
    Any type of activity budget, based on the year and period values you specify Activity Budget Change Orders by Activity (AC21.4)
    Note: If you must maintain a change order, you must maintain it using the same form used to create it. You can only maintain unreleased change orders.
  2. Use the change order form to select the budget to process a change order. Specify this information:
    Activity Group, Activity, and Budget Number

    Select the budget to process a change order.

    Note: Each budget can have only one unreleased change order at a time.
    Year, Period

    This field displays in the header on AC21.4. In AC21.3, the Year displays on the header and the Period displays in the detail. In AC21.2, the Year displays in the detail. To select the appropriate budget, specify the fiscal year or period for the budget to select.

    Change Order ID and Effective Date

    Leave these fields blank for now.

  3. Select the Load special action to load budget data. The existing budget data displays above the lines you can use to make changes.
    Note: The Inquire form action displays existing change orders. You must use the Load special action to add a new change order.
  4. Define the changes to the budget or define a new budget amount by account category line item. Complete one of these fields for each line item.
    FC

    Select the line action to perform.

    Account Category

    The current account categories associated with the budget is displayed.

    Change Amount

    In the Change Amount line, you can define the net change for the budget as an amount or as the product of a rate and units. For example, the current budget of $2,000 represents 100 hours of work at a rate of $20 an hour. New estimates show that only 50 hours of work is required.

    Specify -1,000 to show the decrease in the budget amount, or specify -50 to show a decrease in the number of units and have the application automatically calculate the new amount.

    New Budget

    In the New Budget line, define the new budget amount change for the budget as an amount or as the product of a rate and units. For example, the current budget of $2,000 represents 100 hours of work at a rate of $20 an hour. New estimates show that only 50 hours of work is required.

    Specify a new amount of $1,000, or specify 50 as the new units and have the application automatically calculate the new amount.

    Note:  If both Units and Amounts have original budget data and you only specify new budget amounts, units are zeroed out. If you only specify Units, original budget amount is zeroed out.
    Spread Code

    Spread Code displays only on AC21.2.

    A spread code is a formula for budgeting spending activity that you can set up in AC23.1. You can use spread codes to represent characteristic spending patterns.

    The spread code can spread the annual budget amount based on how the spread code is defined.

  5. Select the change order and the effective date for the changes. Specify this information:
    Change Order ID

    Specify an identifying name and provide a description for the change order. This description is displayed on change order audit reports and should reflect the reason for or type of change that you are making.

    Note: You can click Attachments in the Change Order ID field to define URL links or comments for the change order.
    Effective Date

    Specify the effective date of the change. This is the date that the change order is released. If you leave this field blank, the current date defaults.

    Position To

    Specify up to 5 characters of an account category to determine where the records begin displaying when you inquire.

  6. Click Add to add the change order. An Infor Process Automation trigger in this program notifies you that a change order was specified.
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