Pre-Approving a Change Order

Pre-Approving a Change Order

A Change Order record should be created for any change associated to an approved Sale record.  To officially update the Sale and the related Job and Job Cost records the Change Order will need to be approved by management.  There are 2 ways a change order can be approved:
  1. The Change Order is signed by the customer and enters the Signed State waiting for approval.  Please see  Approving a Signed Change Order training article for more details.
  2. The Change Order can be pre-approved without being signed by the customer.  This article provides an overview on the steps to pre-approve a Change Order without being signed by a customer as well as provides an overview of all the automations that occur after the Change Order is pre-approved.
Due to being able to pre-approve a Change Order, the Change Order's Report Signed Date should be utilized for reporting on the effective signed date for all Change Orders.  The Report Signed Date is a formula field updated with the Pre-Approval Date if populated, otherwise it is updated with the Signed Date.

Steps to Approve a Signed Change Order

1. When a Change Order is created and in the Open State there is an option to pre-approve the Change Order if needed.  While it is always recommended you get all Change Orders signed prior to approving, if the need arises to pre-approve a Change Order without being signed click the Pre-Approval Transition from the Open State.


It you do complete the pre-approval Transition you still can send out the Change Order for signature to get a properly signed Change Order record for documentation purposes.

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



Approve Field Details

  1. Sale Name - Name of related Sale record.
  2. Job Name - Name of related Job record.
  3. Job Cost Name - Name of the related Job Costing record.
  4.  Change Order Type - Indicates if this is generated from Sales or the Field.
  5. Commission Eligible - Picklist field with Yes or No as options.  If Yes is selected a Commission and Comm Analysis records are created.

Automations After Approving a Sale

New Records Created After Approving a Sale

  1. An Invoices-Credits record will be created if the Gross Change Order is not $0 (Invoice = Positive Total; Credit = Negative Total).
  2. A Pending Install record is created if the Change Order's Revenue Recognized field is empty and if the Gross Change Order is not $0. 
  3. A Commission and Comm Analysis records are created if the Commission Eligible field is set to Yes.

Change Order Record Field Updates

  1. Approved By field is populated with the user name who completed the Pre-Approval Transition.
  2. Approved Date & Time field is populated with the current date and time when the Pre-Approval Transition was completed.
  3. Approved Amount field is populated with the amount from the Gross Change Order field.
  4. ​Pre Approval Date field is populated with the date the Pre-Approval Transition was completed.

Sale Record Field Update

  1. Customer Balance Detail entry form updated with the Change Order amount if the Gross Change Order is not $0.

Job Field Update

  1. The Job Worksheet entry form is updated with the rows from the Change Order's Product Changes entry form.

Job Cost Field Update

  1. Gross Change Orders field is increased/decreased by the Gross Change Order amount.
  2. Sales Tax field is increased/decreased by the Total Tax amount, if applicable.
  3. Finance Markups field is increased/decreased by the Finance Markup amount, if applicable.


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