Create A Change Order

How Do I... Create A Change Order

A change order is used to document any changes to the original job estimate. Change orders can be printed and sent to the customer to sign so as to document their approval of the change.

A change order can consist of any combination of canceled items, and added items. In other words, a single change order can have...

one or more items canceled, or
one or more items added, or
one or more items canceled, and one or more items added.

The change order cancelled item(s), and the change order added item(s), are grouped and reported as members of a single change order, and these are all listed any time the change order is printed or viewed. This provides a clear record of the original items that were changed, and what they were changed to.

To create a change order in Smart Contractor, you do not change the original estimate item(s) involved in the change. The original estimate item(s) are marked as "change order cancelled", and new items are added to replace the cancelled item(s). The new items are marked as "change order added".

To create a Change Order, follow these steps:

Open a Job

Select a Job in the prompt at the top of the main window.

Add Any New Items To The Job

If the change order requires changing any existing items in the job, or adding any new items to the job, select the Edit Job Estimate menu option in the Job menu on the left side of the screen.

Do not delete or change any of the items that will be affected by the change order.

If existing items are to be changed, do not change them, only add new items to replace them (as they will appear after the change).

If any new items are to be added, add them.

For each item added, click on the Misc tab, then click on the "Change Order Add:" prompt. Click on (Add New) to add a change order. This will display the Enter Change Orders form. Enter the Change Order name, and click OK. The change order will then appear in the drop down list, and will be selected for the new job item.

For any additional change order items, select the same change order name in the prompt for Change Order Add.

Cancel Any Items From The Job

If the change order requires removing any existing items in the job, do not delete or change these items. Instead, for each one to be change order canceled...

Select the item in the item list on the left side of the form.
Click on the Misc tab,
Select the change order name in the prompt for "Change Order Cancel".

Items with a change order selected in the prompt for "Change Order Add" will be designated as items that were added as part of that change order.

Items with a change order selected in the prompt for "Change Order Cancel" will be designated as items that were canceled as part of that change order.

Print Change Orders

Select the Enter Change Order menu option in the Job menu on the left side of the screen. This will open the Enter Change Order Form.

Select the change order from the drop down prompt at the top of the form.

Verify the items selected for the change order:

The job items to be canceled by the change order are selected in the Change Order CANCEL Items box on the left side of the screen. Check in the box to the left of any item to select it.
The job items to be added by the change order are selected in the Change Order ADD Items box in the right side of the screen. Check in the box to the left of any item to select it.
Enter any notes to appear on the printed change order in the Change Order Notes box.
Click Save to save the change order, or View to view (and print, or email) the change order.

Use the View button at the bottom of the Change Order form to print or email the change order to the customer.

You can also use the Change Order menu option in the Documents to print change orders.

Get the customer to review and approve the changes.

Set The Change Order Status To Approved

Once the customer has approved the change order, go back into the Enter Change Order menu option in the Job menu on the left side of the screen.

Follow these steps to set the Change Order status to Approved:

Locate and click on the change order in the drop down prompt for Enter Change Order To Add Or Edit at the top of the form.
Select C.O. Approved in the prompt for Change Order Status.
Enter any notes to appear on the printed change order in the Change Order Notes box.
Click Save to save the change order.

Important Notes:

1. Change Orders are not applied to the job until you set the Change Order Status To C.O. Approved.

2. Items that were canceled as part of a change order will no longer appear in any of the job listing reports or documents. The job total will be updated to reflect all approved change orders.

3. Items that were added as part of a change order will appear as normal items - as soon as the change order status is set to C.O. Approved. The job total will be updated to reflect all approved change orders.