Create a Change Order

Create a Change Order

1Stop makes it fast and easy to create, preview and send custom Change Orders for digital signature.  This article covers the basic steps required to Create a Change Order including the automations that occur upon creating a Change Order.  

Steps to Create a Change Order

1. Navigate to the Sales Record and click the Create Change Order Transition button.
A pop-up box will appear.



2. Complete fields and click Save (all fields must be completed). Upon Saving, the record will remain in the existing State. See below for field details and automations.

  1. Subject - This is a required field so you can add any character as it will auto-update after Saving based on naming convention: CO[Identification #]-[Change Order #]-[Product]-[Contact Name]. For example, the 1st change order for Karla Harris would be CO1007-01-Windows-Karla Harris and if there were a 2nd change order, it would be CO1007-02-Windows-Karla Harris.
  2. Product Changes:
    1. S. NO - This field is an auto row number and does not need to be completed.
    2. Product Name - Select the product you would like to add or remove.  
    3. Description - This field will auto load the description associated with the Product Name chosen. This description can be updated and modified once loaded.
    4. Quantity - Add or Subtract the total # of product items.
    5. List Price - This field will auto load the List price associated with the Product Name chosen.
    6. Amount - Formula field that multiplies Quantity by List Price for each line item.  
    7. Discount - Add a % discount or direct price reduction by line item.
    8. Tax - If the Product Name is taxable, you can select this field and click on the tax box to add sales tax to this line item. 
    9. Total - Formula field that takes Amount less Discount plus Tax for each line item.
    10. Total Amount - Formula field that sums up all the Amount fields.
    11. Total Discount - Formula field that sums up all the Discount fields.
    12. Total Tax - Formula field that sums up all the Tax fields.
    13. Grand Total - Formula field that sums up all the Total fields.
  3. Change Order Owner - Owner of the Change Order (auto-populated based on user creating the Change Order. If creating for a different user this needs to be updated accordingly).
  4. Change Order Type - This defaults to Sales, but it is a picklist field where you can select either Sales or Field to report on where the Change Order originated from. 
Info
If you click the Save button before all fields are completed, the fields you completed will be saved in the Create a Change Order Transition, but a new Change Order will not be created until you complete all fields. The indicator below shows a Change Order where all fields have not been completed. From here, you can click the Transition to complete all fields, then Save.

Steps to View the Change Order

1. To view the Change Order, go to the Related List on the Sales Record (left hand side) and click Change Orders (it will auto-scroll you to the Change Orders section of the Sales Record).



3. Click the Subject to view the full Change Order Record.


Finalize The Change Order

Before sending the Change Order to a Client, you need to finalize the Change Order details. Please view Review and Finalize a Change Order article for the next steps. 

Automations Associated with the Newly Created Change Order

The following fields will be automatically updated in the newly created Change Order record upon completing the Add a Change Order Transition.
  1. Subject field is updated with the naming convention "CO-(Auto Number)-(#)-(Product)-(Contact Name).
  2. Status field is set to Open (this is the State field in the Blueprint)
  3. Contact Name field updated with associated Contact record.
  4. Sale Name field updated with the associated Sale record.
  5. Job Name field updated with the associated Job record. 
  6. Job Cost Name field updated with the associated Job Cost record.
  7. Product field updated with the Sale record's Product field.
  8. Owner field updated with the Sale record's Owner field.
  9. Finance Owner field updated with the Sale record's Finance Owner field.
  10. Revenue Recognized field updated with the Sale record's Revenue Recognized field.
  11. Job Standing field updated with the Sale record's Job Standing field.
  12. Street field updated with the Sale record's Street field.
  13. City field updated with the Sale record's City field.
  14. State field updated with the Sale record's State field.
  15. Zip field updated with the Sale record's Zip field.
  16. Auto Number field updated with the Sale record's Auto Number field.
If the Sale record has not yet been approved the Job Name and Job Cost Name fields will not be populated as those records have not been created yet.  They will manually need to be added to the record after the Sale is approved.

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