Change Order - Settings

• Invoicing Option:

  Specify how Proliance handles invoicing against the change order.

  • Limit By Fixed Amount: The total amount of invoices cannot exceed the Limit Invoice Amount.
  • Limit By Percentage: The total amount of invoices cannot exceed the Limit Invoice Amount.
  • No Invoicing Allowed: Proliance does not permit invoices against the change order.
  • No Invoicing Limit: The total amount of invoices is unrestricted except by the billing rules that apply to the change order's contract.
• Limit Invoice Amount:

  Enter the amount that the total of all invoices against the change order cannot exceed. Note that this setting only appears if you select Limit By Fixed Amount or Limit By Percentage from the Invoicing Option list.

  This limit is defined in terms of a contract currency amount less than or equal to the contract's Total Scheduled Amount, or as a percentage of the Total Scheduled Amount. This limit does not apply if the contract is using variable total billing rules. This limit only applies when the state of the change order is Pending, Pending Acceptance, or Pending Approval.

• Adds Money To Contract: Proliance automatically selects this setting if you add new money to the contract through the change order's Schedule of Values.

The Auto-Create Allocations for New Line Items section is available only if BCM integration has not been disabled for the contract or workspace

Every time you add a line item to the Schedule of Values, Proliance automatically allocates it to one or more cost accounts in the Allocated BCM Child Rows.

You can control the information that appears in these automatically added allocations. Each row in this section represents a cost account allocation. There must be at least one row. You can add or delete rows.

• To add a new row, click Add and then complete the information below.
• To remove a row, select its check box and then click Remove.
• To resize, sort or customize the list, see "Working with Line Item Lists".

In each row, you can specify the following information:

• ACR Column: Optionally type a description for the automatically-create allocation.
• Cost Account: Click the Magnifying Glass icon to select the cost account for the allocation.

• Distribute Percentage: Enter a percentage that indicates how much of the controlling line item is allocated to a cost account through this allocation. The total of all Distribute Percentage values in the grid must equal 100.
• Item Description: Select the ACR column in which the allocation's value will appear by default. You can select another ACR column when you edit the allocation on the Schedule of Values page.
• Item Note: Optionally type a note for the automatically-create allocation. This note can provide some additional information above and beyond the description.
• Pivot Type:

  Select which value should remain constant when Proliance recalculates the formula:

  Amount = Quantity * Unit Price

  This constant value, known as the pivot type, is used as the default when Proliance creates Allocated BCM child rows for the allocation. You can change the pivot type when the child rows are created.

  The Pivot Type setting is available only when Show Unit Price Information has been enabled under General Settings.

• Reporting Code 1-3: Optionally, click the Magnifying Glass icon to select up to three reporting codes that will appear by default for the allocation. These codes help you categorize the allocation and provide additional means to group, sort and filter the allocations in Proliance. This is especially useful when working with the Anticipated Cost Report (ACR).
  
  If you consistently use reporting codes for all your cost account allocations, you will be able to use the ACR to view the entire workspace, summarized by the items and levels within the reporting codes. This is similar to the power offered by the advanced codes in cost accounts. For more information, see "Configuring Cost Account Advanced Codes".  
• Unit Code:

  Click the Magnifying Glass icon to select the unit code for the allocation. Proliance will populate the remaining unit price information (UOM, Unit Price) based on the unit code selected.

  The Unit Code setting is available only when Show Unit Price Information has been enabled under General Settings.

The Drawdowns and ACR Column Settings section applies only if BCM integration has not been disabled for the workspace or the contract associated with the change order.

• Automatically Create Drawdowns: When you add a new line item to the document, Proliance automatically allocates it to one or more new cost account allocations. This setting specifies that Proliance should also create a linked drawdown for each allocation.
• Drawdown Preference Select Do Not Allow Overdraw to prevent the draw down from moving below 0 when the line item is an amount greater than what's available in the cost account.
  
  Select Allow Overdraw when you want the draw down to be the same as the full required amount; if the amount is less than zero as a result, this is referred to as "Overdraw".
  
  Note: You can alternate between the two preferences as needed depending on your security permissions; the total amounts will immediately reflect the rules of the new setting.
• Default Cost ACR Column, Default Budget ACR Column: The ACR column that Proliance should normally display to people with the appropriate security permissions when the state of the document changes, unless another ACR column is already defined for the state. The Default Cost ACR Column applies to expense documents, while the Default Budget Column applies to revenue documents.
• Subtype State ACR Columns: Click the 'View Subtype State Configuration' link to view the currently active standard and user-defined states for this change order document subtype, the default order in which these states will occur (sort order), and the Budget/Cost ACR column that will be updated when this document enters the given state. This link is available only after you save the document for the first time.
• ACR Column for each state: Specify the ACR column that Proliance should set for this document's cost account allocations when the document enters the indicated state. For example, if you select the Cost Original ACR column for the Approved state, Proliance automatically changes all of the allocations' ACR columns to Cost Original.
  

  For each setting, you have three options:

  a. Leave as is and use the default ACR columns as set from your Local Admin.

  b. Override the default ACR column by selecting a different one. Note that this override only applies to the existing change orders and not to new or existing ones.

  c. Select Use Subtype Configuration to have this ACR column determined from the Local Admin's 'Subtype State Configuration' setting. This setting in the Local Admin only defines the ACR column for new change orders and existing ones that selected Use Subtype Configuration.

  The 'No Change' option instructs Proliance to use the same ACR column from the previous state.

Note User-defined states do not appear on the Settings tab. All settings related to these custom states are established from the Local Admin. For more information, see "About User Defined States".