It is often necessary to create a Head Variation on behalf of a client which needs to also be allocated to a Contract. This function can be done in the one window. A head variation refers to a change in budget for the job, as opposed to a budget transfer, where monies from one cost centres can be transferred to another.
1.
Ensure Contract Management is open
For example ensure that you process
the value of the variation within the limitations of your User ID
2.
Click on View, and choose Tree
You can use Tree view, to select jobs, not
just contracts
3. Select the Job that we want to apply the variation.
4. Click on the Variation button on the tool bar
5. Click on New
6.
Leave Variation No blank
When we leave the variation number blank, we allow
the system to generate a variation number
7. Enter Variation No 2 into the Variation ID
8. Enter the Contact
9. Enter the Variation Details
10. Click on the Job Budget tab
11. Click into the Job Budget details box
12. Click on Add Line
13. Select the
Cost Centre
For example [30301 – Groundworks – Excavation]
14. Enter the value (excluding tax) of the variation into the This Variation Budget column
15. Enter notes
into the Notes column
For example enter [Additional works: change depth of
excavation from 300mm to 450mm]
16. Click on the Contract Budget tab
17. Click on Add Line
18. Select the
Contract that we wish to create a variation for
For example, choose the [50
– Groundworks for Shed - Excavation] contract and click OK
19. Enter the
This Variation Budget amount
For example enter [12,000], we will give
this contract another $12,000 to complete this contract
20. Enter notes
into the Notes column
For example, enter [Authorize additional excavation
from 300mm to 450mm]
21. Click on Save
22. Click back on the Header tab
23. Change the Status option button to Approved
24. Click on Save
25. Close the Variation Maintenance window
26. Click on the Refresh button
27. Open the
Contract that you have been using
For example, open the [50 – Excavation]
contract
28. Click on Variation
29. You will notice that both variations are now showing within the Contract. An Unapproved Variation entered has No Job Variation number as it was processed only as a Contract Variation. The Approved Variation No 2 shows as Job Variation No 1 in the window
30. Close the Variation Maintenance
31. Close the Contract, but leave Contract Management open
Note that you can enter a Job variation via the Job Costing module. Open Job Costing, select the job, and click Properties. Then click on the Variations tab, and enter the details. You will see the same window in the Job Costing module, under the variation tab, as you do in the Contract Management module for Job Variations.