Variations can be entered against Contracts as well as against a Job. Often a subcontractor will incur additional costs and these are entered as variations to the original contract.
1.
Ensure Contract Management is open
To enter a variation, we must make sure
that we have enough budget on the cost centre to allow for the variation.
2.
Select the Contract that we want to create the variation on, and click
Properties
For example, enter the [50 – Excavation] contract, for the
[55 – Industrial shed] job
3. Click on the Variation button on the toolbar of the Header tab
4. Click on New
5.
Leave the Variation No blank
If we leave this blank, the system will generate
the variation number.
6. Enter [Variation No 1] into the Variation ID
7.
Enter the Contact
For example, enter your name
8.
Enter the Variation Details
For example enter [Need to engage rock
excavation equipment and services]
9.
Enter Variation Reason
For example, enter [Have hit bedrock]
10. Set the Status option button to [Unapproved]
11. Click on Contract Budget tab
12. Click into first line in the box, and click on Add Line
13. Select the Cost Centre
14. Enter the
variation amount value into the This Variation Budget column
For example,
enter [5,000], it will cost us an extra $5,000
15. Enter brief
variation details into the Notes column
For example enter [Soil sample not
comprehensive enough to indicate bedrock, need to contact engineers]
16. Click on Preview and Yes to save so we can view the Variation details
17. Close all windows, but leave Contract Management open
Note the Show Budgets tick box at the top right hand side of the screen. This show budgets tick box will be available if your user profile (set up in Systems Maintenance) allows it. If so, you can see the budget for the job, contract and cost centre on the same window.