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Item quantities must be balanced before you can submit a final payment for your project. You can do this with a balance change order.
- Lump sum items need to be balanced from a change order initiated from the Change Order page (not from the final payment page).
- Lump sum items need to be added manually to the change order.
- All items posted to a daily report at any time during the project will be balanced, unless an item or a split item and its corresponding fund package is included in a current draft or pending change order.
- Stockpiled items that have not been fully recovered will not be balanced.
When you create a balance change order, the Appia service changes the quantities of the unbalanced items so they are 100 percent placed. To balance only specific items, create the change order from the Mark Complete page.
- Select Change Orders from the Sidebar menu. The Appia service opens the Change Orders page.
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To edit a change order, click the pencil Edit icon.
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To add a change order, click Add. The Appia service goes to the New change order page.
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Select the type of change order from the Change Order Type field. If you do not see your type of change order, talk to your system administrator.
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Enter a short summary of the change in the Summary field and a longer description in the Description field, if necessary.
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Click Save.
The Appia service opens the Change Order page where you can fill out the details of your change order.
Balance all items
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From the Change Order overview page, select Balance All Items from the Actions menu.
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Read the qualifications and click OK.
The Appia service lists all items in your project and the changes needed in order for their quantities to equal zero. Change other parts of your project as necessary and submit the change order for approval.
Balance overruns
If the quantity for an item on a daily report is greater than the approved quantity, the Appia service displays the Overruns section on the change order Overview page. Depending on your project settings, you may have to balance the overrun before the item can be paid. Once the change order is approved, the posted quantity for the item will equal the authorized quantity.
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From the Overruns section of the change order Overview page, select the check box for the items you want to balance. You can mark all items at once by selecting the check box in the Overruns header.
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Click Balance Overruns.
The Appia service moves the selected items into the Quantity Changes section and enters the proposed quantity changes needed to balance the items. If you need to update this quantity, click Edit.
Balance lump sum items
If you are balancing lump sum items in a change order, make note of the amount placed and the authorized amount in the item's history. These are the values you'll need for either the unit price or the proposed extension change for the change order.
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Select the project from the My Projects page.
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Click Items in the Sidebar menu. The Appia service displays the Items page.
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Click the item's slide menu, represented by three straight lines to the left of the Line Number column, and select History.