[JC] Job Cost Change Orders

Standard Operating Procedure for JC Change Order

Objective

This SOP outlines the steps to create a JC change order in the job cost module, ensuring accurate tracking of contract amounts and change orders.

Key Steps

Step 1: Access Job Cost Module 0:02

• Navigate to the job cost module.

• Select 'Programs' for program-related tasks and 'Reports' for report-related tasks.

Step 2: Open JC Contracts 0:17

• In the 'Programs' section, double-click on 'JC Contracts' to open it.

Step 3: Select the Contract 0:32

• In the grid, find and select the correct contract number (e.g., 26001).

• Proceed to the 'Items' tab.

Step 4: Enter Change Order Details 0:51

• Input the change order number and description.

• Ensure the amount is set to zero before exiting.

Step 5: Access JC Change Orders 1:02

• Navigate to 'JC Change Orders'.

• Press F4 to select the job or use the grid (not recommended).

Step 6: Fill in Change Order Information 1:23

• Enter the change order title (e.g., CO1) and description (e.g., adding 12 feet of pipe).

• If applicable, select an approver using F4.

Step 7: Set Approval Date and Item Number 1:51

• Input the approval date.

• Enter the item number and specify amounts (single or multiple items).

Step 8: Check Unit of Measurement 2:15

• Ensure the unit of measurement is set to 'units' and not 'lump sum'.

• Update if necessary.

Step 9: Add Phase Details (if applicable) 2:34

• If there are phases to add, press F4 to select them and choose the cost type.

Step 10: Input Budget Information (if applicable) 2:48

• Enter any relevant insurance codes, months, or budget information.

Step 11: Save Changes 3:01

• Return to the contracts section to verify the contract amount.

• Save the contract amount (e.g., $50,000).

Step 12: Review Change Order Impact 3:41

• Confirm that the change order reflects correctly in the total current contract amount.

Step 13: Final Review 4:07

• Ensure all details are accurate and saved before finalizing the change order.

Cautionary Notes

• Always double-check the contract number and details before saving.

• Ensure that the unit of measurement is correctly set to avoid discrepancies.

Tips for Efficiency

• Familiarize yourself with the keyboard shortcuts (e.g., F4) to speed up the process.

• Keep a checklist of required information to streamline data entry.

Link to Loom

https://loom.com/share/9e63a9e6ddce4a36b698a8273d5dfd4c