Manage PCO items

You can manage PCO items.

A budget and cost allocation must be selected for each PCO item. As the PCO moves through the change order process, you can update the allocations and the proposed and approved amounts for each item. The amounts are applied to the budget if the PCO is approved.

Note:
  • Only committing contracts can be selected in the Contract Number column of the Potential Change Order Items grid.
  • A PCO item can be linked to one SCO at a time. Then the (Cost impacts) Applied Amount and (Cost impacts) Allocation cells are locked, and the Locked checkbox is selected in the grid.
  • When a PCO item is part of an approved SCO, the cost allocation is set automatically to Approved Commitment.
  • If a PCO is linked to a BCM record such as a change order, the PCO is visible in the record to all users regardless of the company that's associated with the PCO items.
  • The Applied column is updated if its value is 0 and then a value is entered in the Proposed column or if a value, including 0, is entered in the Approved column.
  • The (Budget) Applied Amount, Include in COR/PCCO, Markup percent, Markup Amount and Revenue Amount columns are locked if:
    • The PCO is associated with a PCCO, and there are locked AFPs in the period associated with the PCCO’s date.
    • The PCO is associated with a PCCO, and that PCCO has been locked by a subsequent PCCO.
Tip:

Each PCO item row contains icons that indicate if there are assignments and comments or attached files that are quick uploads or selected from the file management system.

If you don't have permission for the attached files, the comments icon is still blue, but the attached files aren't available when you open the PCO item.

View PCO items

You can create PCO items.

To create a PCO item:
  1. In the PCO, select the Potential Change Order tab.
    Tip:

    If a PCO item has an assignment or comment, the associated icon in the row is a different color.

  2. To view additional details for an item, select Open on the row.
  3. To navigate to the previous or next PCO item in the PCO, select Previous or Next.

Add a PCO item

Track the items in a potential change order after creating the PCO.

To add a PCO item:
  1. On the Potential change order tab, select Add.
  2. Optionally, you can edit the PCO details in the Information panel.
    • Enter a description. If this field is empty, the description for the selected budget code is added automatically.
      Tip: To edit the item description, you can also select in the grid.
    • In the UOM field, enter a unit of measurement. The UOM is copied to the unit price information for each column such as Estimate.
    • To add an assignment, select Add in the Assigned To section, select the name, and then set a due date.
    • To add a courtesy copy, select Add in the Courtesy Copies section, and then select the name.
  3. Enter the budget and cost information in the Budget and Cost sections.
    1. In the (Budget) Estimate cell, enter the rough estimate or order of magnitude that you'll need (from the owner) to pay for the item.
    2. In the (Cost) Estimate cell, enter the estimated amount for the subcontractor to complete the change.
    3. Optionally, you can edit the (Budget) Applied amount and (Cost) Applied amount cells.
      The applied amounts affect the budget and cost columns in the budget, as well as any resulting SCOs.
    4. Optionally, you can edit the (Budget) Applied hours and (Cost) Applied hours cells.
      Tip: You can also enter unit prices for the item.
    5. In the (Budget) Allocation and (Cost) Allocation cells, select the allocations.
    6. In the Budget code cell, select , and then select the budget code that the cost will be applied to.
      Note: If you select No alloc as the budget allocation, the Budget code is not required.
    7. In the Contract number cell, select , and then select a contract.
      Note: If you don't have the Can Access PCO Items for All Companies permission, the list only displays the contracts in which the To company matches your company.

      In the selected contract, the PCO item amount is added to the banner. When you create an SCO, the Search dialog includes PCO items that are linked to the contract. If the contract is deleted, it's also removed from the PCO item.

  4. Optionally, enter the revenue information in the Revenue impacts section.
  5. On the Comments tab, enter a comment, and select Links to link items.
  6. To set who has access to the PCO item, select (Sharing), and then select an option.
  7. Select (Save).

You can update the PCO item later with the proposed and approved amounts.

Add revenue to a PCO item

You can add revenue information to a PCO item.

To add revenue to a PCO item:
  1. In the Include in COR/PCCO cell, select an option.
    • Do not include: The Markup percent, Markup amount, and Revenue amount cells are locked and set to 0.
    • Markup amount: When you enter the Markup amount, the Markup percent, and Revenue amount are calculated automatically.
    • Markup percent: When you enter the Markup percent, the Markup amount, and Revenue amount are calculated automatically.
    • Plug value: You can enter any value in the cells, which may cause rounding issues.
    • Revenue amount: When you enter the Revenue amount, the Markup percent, and Markup amount are calculated automatically.
    Note: If you add a value in the Markup percent, Markup amount, or Revenue amount cell, the matching option is selected automatically in the Include in COR/PCCO cell.
  2. In the Revenue section, enter the value.
    • In the Markup percent cell, enter a percentage to calculate the Markup amount cell to 4 decimal places.

      The Markup amount cell is calculated by multiplying the (Budget) Applied amount cell by the Markup percent cell.

    • In the Markup amount cell, enter an amount.
    • In the Revenue amount cell, enter an amount.

      By default, the value in the Revenue amount cell is the sum of the (Budget) Applied Amount cell and the Markup amount cell.

    Note:
    • If you adjust the Markup percent, Markup amount, or Revenue amount cell, the other cells in the Revenue section are recalculated automatically, but the (Budget) Applied amount cell is not adjusted. However, if you change the (Budget) Applied amount cell, the Markup amount and Revenue amount are recalculated automatically based on the Markup percent cell and the updated (Budget) Applied amount cell.
    • If you enter a negative percentage in the Markup percent cell, the value in the Markup amount cell is negative.
    • The Contract item cell is a read-only field that displays the contract item associated with the budget code. This value is added automatically through the ERP integration if it's set up in your project.
    • In the Information panel of the PCO, the Revenue amount field displays the sum of the revenue amounts for PCO items. If you edit the (Budget) Applied amount cell, add a PCO item, or remove a PCO item, the Revenue amount field is adjusted.

Add a unit price for a PCO item

You can add a unit price for a PCO item.

To add a unit price for a PCO item.
  1. In the budget or cost cell, select (Edit).
  2. In the Unit Price field, enter the unit price with 2 to 4 decimal places.
  3. In the UOM field, enter the unit of measurement.
  4. In the Quantity field, enter the quantity with 2 to 7 decimal places.
  5. In the Amount field, enter the amount, which is rounded to 2 decimal places.
  6. To copy the Quantity field value to the other budget columns for this PCO item, turn on the Roll Qty to Budget Columns toggle.
  7. To copy the Quantity field value to the other cost columns for this PCO item, turn on the Roll Qty to Cost Columns toggle.
  8. Select Save.
    Note:
    • In the Unit Price, Quantity, and Amount fields, you can enter positive or negative numbers.
    • If you change the Unit Price field, the Amount field is updated by multiplying the quantity by the new unit price.
    • If you change the Quantity field, the Amount field is updated by multiplying the unit price by the quantity.
    • If you change the Amount, the Unit Price field is updated by dividing the amount by the quantity.

Update the amounts for a PCO item

You can update the amounts for a PCO item.

To update the amounts for a PCO item:
  1. Enter the amount in the appropriate budget or cost column.
    Tip: To copy all the budget or cost amounts from the Estimate column to the Proposed column or from the Proposed column to the Approved column, select the arrow in the column heading and then select Push to Proposed or Push to Approved. The amounts, quantities, and unit prices are copied to the appropriate column for each unlocked PCO item.

    Copying amounts from the Estimate column to the Proposed column.
  2. Edit the (Budget impacts) Applied Amount and (Cost impacts) Applied Amount cells.

    The applied amounts affect the budget and cost columns in the budget, as well as any resulting SCOs.

  3. Edit the (Budget impacts) Applied Hours and (Cost impacts) Applied Hours cells.
  4. In the (Budget impacts) Allocation and (Cost impacts) Allocation cells, select a different allocation.

Cancel a PCO item

You can cancel a PCO item.

To cancel a PCO item:
In the (Budget impacts) Allocation and (Cost impacts) Allocation cells, select Cancelled.
The applied amounts are removed from the budget and from the banner of the associated contract.

Remove a PCO item

You can remove a PCO item.

To remove a PCO item:
  1. If the PCO item is locked, remove the item from the SCO.
  2. Open the PCO.
  3. Select the checkbox for the PCO item.
  4. Select Remove.