Enter Change Order Payments

OBJECTIVE

To enter a Payment for a Change Order in ConstructionOnline.

BACKGROUND

After building an Estimate and entering into a contract with your client, changes to the scope of work may still occur. By creating Change Orders, you can account for these changes as well as keep your project's accounting information accurate and on track.

THINGS TO CONSIDER

  • Company Users assigned to the Project must have permission to be able to create, edit, delete, or Approve/Reject Change Orders. 
  • ClientLink Users assigned to the Project must have permission to be able to view and Approve/Reject Change Orders.
  • TeamLink Users assigned to the Project must have permission to be able to view Change Orders in which they're a designated Resource.
  • Change Orders must be Approved before being factored into the Estimate.
  • Once a Change Order is Approved, a ConstructionOnline Invoice will be created.

STEPS TO ENTER CHANGE ORDER PAYMENTS

A. From the Change Orders category:

  1. Navigate to the desired Project via the Left Sidebar
  2. Select the Financials tab
  3. Choose the Change Orders category
  4. Click anywhere on the desired Change Order 
    1. This will open the Change Order Details window
  5. Select the Payment tab
  6. Click the Record Payment button
    1. This will open the Create Payment for window
  7. Add payment information & click Create:
    1. Choose the Payment Date
    2. The Memo field can be used to put the Payment type or other additional notes (optional)
    3. Enter the Payment amount
  8. Click Save OR Save & Notify to send e-mails 

B. From the Invoicing category:

  1. Navigate to the desired Project via the Left Sidebar
  2. Select the Financials tab
  3. Choose the Invoicing category
  4. Click on the Invoice #
    1. This will open the Invoice Details 
  5. Click the Record Payment button
    1. This will open the Create Payment for window
  6. Add payment information:
    1. Choose the Payment Date
    2. The Memo field can be used to put the Payment type or other additional notes (optional)
    3. Enter the Payment amount
  7. Click Create

TIPS AND TRICKS

  • To ensure your ClientLink and TeamLink Users can access Change Orders in the Portal, view Manage ClientLink/TeamLink Permissions.
  • Set Custom Project Permissions for Employees to control how Company Users are able to access and interact with Change Orders.
  • Only Approved Change Orders will show on the Estimate and be added to the Project total. Pending & Rejected Change Orders will show on the Estimate, but will not alter the Project total.
  • ConstructionOnline Invoices can only be created for Change Orders that have been Approved.
  • Payments can only be logged for Approved Change Orders. 
  • Once the Payment is entered, you can send it directly to QuickBooks.

    HAVE MORE QUESTIONS?

    We're here to help! Chat with a Specialist by clicking the orange Chat icon in the bottom left corner or Contact UDA Support for additional options.