How to add Variations to any Contract and what happens after they have been created
OVERVIEW
For every project you should have set up a Base Contract. This article covers how to add a Variation to ensure your Payment Claim is accurate and can be quickly complied and delivered to your Client for Certification.
HOW TO USE IT
Every time a Variation is logged by your team, you need to collect the details from them and add them in this section of your claim. In order to complete all the details for a successful monthly Payment Claim, you need to add all the Variation items you will claim on in order to fulfill it.
To get to the Variations section, find the Contract you wish to adjust and scroll down until you see the Variations section and click Setup Variations.
Alternatively, they can also be added during the Claim drafting stage and clicking + Add Variation. If the Claim get issued, the variation will be automatically to the Contract and can be found in the Contract page.
Adding line items follows a similar process to the same format as Setting Up A Base Contract. You just select the "+ Add Item" button and select whether to create a single line item (basic) or multi line variation.
Once you have selected single or multi line variation, you can then fill in the details as appropriate.
As with when you set up the Base Contract, you can also create Parent and Child categories by clicking on the + sign at the end of each Item line.
The remaining fields enable you to upload supporting documents such as Word, Excel, PDFs and photos or images; as well as adding notes in the Detailed Description.
Variation - Approval Workflow
At this point, the variations you have created will be marked as 'Pending' and their values will not be included in the total contract amount until they receive approval.
The Certifier for this contract will have to approve or reject the variation. If rejecting, they will need to enter a reason.
When claiming, variation with 'Rejected' status is not able to be claimed. Claimer needs to revert the status back to 'Pending' before entering claim amount.
When certifying variation with 'Pending' status, default certificate value is set to be 0. If claimer has entered claim amount, this will trigger reason for variance to be mandatory. Certifier can select to:
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Leave variation as pending, item only can be certified as 0. Enter reason for variance.
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Approve variation, default certificate value will be updated to match claim value.
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Reject variation, item only can be certified as 0. Enter reason for reason for variance which will stored as reason to reject variation.
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