A Variation is used to record changes to the contract especially those affecting payment. After the Variation is created, you can link the related Lots, Photos, Instructions, Schedule Items and Contract Notices to each Variation. However, Variations are NOT added to the Progress Claim. Instead, the Variations register allows you to add a new schedule item and link it to the relevant Variation.
This process shows you how to create a Variation and link it to a Work Lot.
Related link:
1. Navigate to "Variations" under Payment. Click on "New Variation" on either the top or bottom toolbar.
2. Complete the following fields:
- VRN Reference - a unique identifier for each variation that by default will start from "0001" but can be customized
- Client Reference - an optional field to include a second reference to identify the client
- Raised by - default to the current signed-in user
- Description - Name of Variation
- Detail - additional relevant details of the Variation
Click “Next”.
3. Enter the values in the following fields (for both Submitted and Approved) to obtain an estimate of the total for the variation:
- Quantity
- Measurement Unit
- Rate
- Total
- Extension of Time (EOT)
Click “Next”.
Tip: If you can't see the totals auto-populated after entering the Quantity and Rate, click on the "Total" field and the amounts should appear.
4. Here, the waypoint date and status will be shown. You can add any new waypoint dates and statuses here, by clicking on the next row..
Click "Next".
Note: Variation waypoints require updating as its status progresses from "Identified", "Notified", through "Submission" and ideally to "Approved". They can also be updated via the "Waypoints" link under the Related Data panel on the Variation register. Refer to Step 7a and 7b.
5. Add any relevant notes relating to the Variation here. Click "Save and Finish".
6. You can link your Variation to the items under "Related Data" e.g. Lots. Click on the headline and select the relevant Lots in the selector dialog box. Click on "Link Selected", then "Close".
The linked Lot will appear under the Lots as shown in the diagram below. The same steps apply for the other items.
Updating Waypoints
7a. To update the waypoints, select the relevant Variation on the register and click on Waypoints under "Related Data". Select the new "Status" , click "Link Selected" and "Close". The new status with the date of update will be added under Waypoints.
7b. You can also update the Variation by double-clicking on it and selecting the tab at the top to update the details on each page.
View/Change Estimate, New Schedule from VRN
8. Under the Operations tab, you can :
- View/Change Estimate - produces Estimate totals which account for specific quantities and margins.
- Create New Schedule from Variation - this creates a new schedule item from the variation for inclusion in the progress claim
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