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Timberline Technical Tip: Entering a Commitment Change Order

The Timberline online Knowledgebase contains a wealth of information to help you be more productive using Timberline. The following is available by searching for KB221389.

How do I enter a Commitment Change Order in Project Management?
After entering my subcontract or purchase order in Project Management, I found out that I need to revise some line item units and amounts. Several Accounts Payable invoices have already been posted against the commitment. Is there any way I can revise my commitment without unlinking the associated invoices in Accounts Payable?

1. Gather the required change order information: vendor, job, PO or subcontract ID, cost code, category, amount, date, and other related information such as terms, and ship date.
2. In Project Management, from the Contract Control menu, select Commitment COs.
3. In the Job field, type or select the job for this commitment change order.
4. Enter the remainder of the descriptive information for the commitment change order.
5. Use one of the following methods to create the change order detail:
• Click [Select Change Requests], to select one or more change request items to use in this commitment change order.
  Note: If you want to have your commitment change order update the estimate in Job Cost, first enter a change request and update the estimate. Then select the change request on the commitment change order.
• Click [Select Commitment Items] to select existing commitment items to use in this commitment change order.
6. If this is a change order for a unit-price commitment, enter the Units and the Unit Cost. Note that after you save a commit-
   ment change order, you cannot change the Unit Cost.
7. In the Amount column, type or accept the calculated change order amount. You can enter a negative amount if you need to reduce the total commitment.
8. Add additional lines for any job or cost code combinations not on the original commitment.
9. Verify the Total at the lower right of the window.
10. Select the Release to Accounting check box if appropriate.
    Note: Verify that the Revise Commitment check box is selected. If you start with a Status of Approved it is selected by default, but if you modify the default status or do not have permissions, a user with permissions must select the check box.
11. Click [Save].
12. Repeat steps 3 - 11 until you have entered all commitment change orders, then click [Close].