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Things to know
If you posted over an item’s authorized quantity, an overrun heading displays. This section calculates the quantity discrepancies and allows you to automatically balance the quantity change. Once the change order has been approved, the posted quantity will equal the authorized quantity. You must have the proper permission to create and approve change orders.
Actions taken for the change order, like when it was created or approved, are recorded in the change order’s audit log. It includes the time and date the action was taken, the user who performed the action, and the action itself.
Items on a change order that have been posted to on a daily report will not be available for payment until the change order is approved.
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Select the project from the My Projects page if you are not already there.
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Select Change Orders in the Sidebar menu. The Appia service opens the Change Orders page.
Submit for approval
Once the change order is ready, it needs to be submitted for approval. Once the change order is submitted, any changes to items will be added to the project as pending, but the approved quantity and unit price will not display until the change order is approved. You cannot make any changes to a submitted change order other than updating attachments.
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Select the date of the change order you want to submit for approval.
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Click Submit for Approval.
The Appia service submits the change order for approval.
Undo approval request
You can withdraw a change order request for approval provided there are no items in the change order that have already been posted in a daily report. If there are items posted, you will receive an error message with a link to the report.
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Select the date of the pending change order you want to revert.
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Select Undo Approval Request from the Actions menu.
The Appia service returns the change order to draft status and removes any pending changes from the project.
Approve
Once the change order is approved, the changes are made in the project, and the change order status is set to approved. The approval date will need to be within the payment period, and the changes on an approved daily report, in order for the changes to be included in the payment.
The project overview will update to display the new authorized project amounts and quantities, the current percent complete, and the financial change of the approved changes.
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Select the date of the pending change order you want to approve.
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Click Approve.
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Click in the Approval Date field and select the approval date.
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Click Approve.
The Appia service updates the project with the changes and returns you to the change order Overview page.
Unapprove change order approval
Once a change order is approved, it can be unapproved only by a system administrator and only under certain conditions. A change order cannot be unapproved if:
- There is a change order that was approved after the one you want to undo.
- The approval date of the change order falls within the pay period of any saved payment.
- The change order includes new items posted on a daily report.
- A stockpile has been added using new items or unapproving the change order would cause the stockpile to overrun.
- Item materials are being used.
If a change order meets the criteria and is unapproved, the change order's status will be set to pending. The audit log of the change order will include the name of the person who undid the approval along with the date and time. The PDF report will also include this information.
An unapproved change order cannot be deleted.
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Select the date of the approved change order you want to undo.
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Click Undo Approval.
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Read the information and click OK.
Provided the change order approval can be undone, the Appia service undoes the approval and returns you to the change order Overview page.