Add a Contract Change

Owned by Melissa Girtz
Last updated: Aug 02, 2023 by RtVision Support
2 min read

Contract Changes are added if the contract is in the Construction phase, or has already been awarded, and there is a change that needs to be made to a project item. This may include adding an item, removing an item, or modifying an item on the contract.

To watch a video on adding a Contract Change, creating a Contract Change Document, and Adding a Transaction against the new Contract Change Item: https://www.loom.com/share/6a5c0b9d9dc84201a627162e224c1fe1

To Create a Contract Change:

  1. Select the contract from the dashboard by clicking on ‘Details’ next to the contract.

  2. Select ‘Contract Changes’ in the contract menu.

  3. Click on ‘Add’ to add a new contract change.

  4. Select the contract change type, description, and other required fields (as noted by a * ), then click ‘Save’.

    1. Contract Change Types Include Backsheet, Change Orders, Supplemental Agreements, and Work Orders.

  5. The contract change will now be listed in the contract changes list.

Add New Change Item:

This should only be new items that were not part of the original contract.

  1. Click on ‘Details’ next to the contract change that was added.

  2. To add an item, click on the ‘Add’ button in the New Change Items section, then enter the item by item lookup or by adding a new item.

  3. After the item is set, enter the quantity and price, then select the specific project that the item should appear on.

  4. Click ‘Save’ to add the item.

Adjust by Increasing/Decreasing an Items Quantity or Remove an Item:

  1. Click on ‘Details’ next to the contract change that was added.

  2. To adjust an existing item select ‘+/- Adjust’ on the item that needs an adjustment.

  3. Select the applicable funding category for the adjustment if there are multiple categories that apply for the selected item.

  4. Set the adjustment Quantity.

    1. Enter a negative number to reduce the item's quantity, or a positive number to increase the item's quantity.

    2. If you only wish to lock the item, you may enter a quantity of 0.

    3. If the quantity of an item is reduced to zero the item must be locked.

  5. After saving, the item will now show in the ‘Adjustments’ section.

Lock/Approve a Contract Change:

  1. If no further changes are needed, lock or ‘complete’ the contract change by clicking on the checkbox next to ‘Completed’, in the Contract Change Details section.

  2. The document can also be approved at this time by clicking the checkbox next to ‘Approved’. Otherwise, the contract change can be routed for eApproval.

  3. You will now see the ability to set up Item Funding for the relevant items. (Optionally you can also go to the ‘Funding’ section on the Contract Menu and then ‘Item Funding Setup’ instead).

Optional: Create and Route Document for Approval:

  1. To create the document and electronically route it for approval, click on ‘back’ or navigate back to the contract change listing, then select the Contract Change MS Office template below. This will open to the Word document where you can review the information that is pulled into the document, add comments and attachments, and then route for electronic approval.

  2. When prompted, log into the Word Add-In and select the applicable Contract Change (contract and contract change number) to create.

  3. Add any supporting documents and comments.

  4. Select the pre-determined approval workflow, or set up a new approval process.