This guide explains the process of manually updating Vendor and Client Contracts after a Change Event has been approved. It covers the necessary steps, from unlocking the contract to making adjustments and reposting.


Manual Update of Vendor Contracts (GC Login)

  1. Once the client approves a Change Event, new budget items are automatically created for the Work Items involved

  2. The approved Change Event introduces additional Work Items in the Vendor Contracts which are marked with a 'C' icon, indicating that the Schedule of Values (SOV) needs to be adjusted

  3. The contract's status changes from 'Active' to 'Active - Need SOV Update'

  1. The contract creator (GC) clicks 'Unlock Contract' to unlock the vendor contract

  2. Options for Unlocked Contracts:

    1. Cancel: Reverts the contract to its previous state without any changes

    2. Lock & Post Contract: Allows the GC to lock and post vendor contract directly 

    3. Route For Approval: Routes the vendor contract for approval after necessary changes have been made

  3. To update the SOV, GC clicks 'Unlock Billing Schedule'  and a notification appears indicating that the Billing Schedule can be modified

  1. For the updated Contract Amount and new Change Event Amount, the Billing Schedule needs to be adjusted to match the revised values

  2. After making the necessary adjustments, the changes are auto-saved in the Billing Schedule

    1. If 'Payment Status' is 'Paid,' the 'Payout Amount' remains locked. The system auto-adjusts only the percentage payouts for paid items with the change event amount added to the contract amount. 

    2. Other statuses show a blank 'Payout Amount' which needs to be filled in by the GC

  3. An event is logged in the 'Change Events' tab

  4. The contract status changes from 'Active Unlocked - Need SOV Update' to 'Awaiting Acceptance'

  5. A notification is sent to the Subcontractor and the Sub must log in to accept the contract for it to become 'Active'



Manual Update of Client Contracts (GC Login)

  1. After client approval of a Change Event, new Budget Items are automatically created for the affected Work Items

  2. Existing Client Contracts need to be manually updated and the work Items requiring updates are indicated by a 'C' icon, signaling the need to adjust the Schedule of Values (SOV)

  3. The contract's status changes from 'Active' to 'Active - Need SOV Update'

  1. The contract creator (GC) must unlock the contract to make modifications. Clicking 'Unlock Contract' initiates this process

  2. Options for Unlocked Contracts:

    1. Cancel: Reverts the contract to its previous state without any changes

    2. Lock & Post Contract: Allows the GC to lock and post client contract directly 

    3. Route For Approval: Routes the client contract for approval after necessary changes have been made

  3. To update the SOV, click 'Unlock Billing Schedule' and a notification appears indicating that the Billing Schedule can be modified

  1. After making the necessary adjustments, the changes are auto-saved in the Billing Schedule

    1. If 'Payment Status' is 'Paid,' the 'Payout Amount' remains locked. The system auto-adjusts only the percentage payouts for paid items with the change event amount added to the contract amount. 

    2. Other statuses show a blank 'Payout Amount' which needs to be filled in by the GC

  2. An event is logged in the 'Change Events' tab

  3. The contract status changes from 'Active Unlocked - Need SOV Update' to 'Awaiting Acceptance'

  4. A notification is sent to the Sub Contractor, and an event is logged in the 'Change Events' tab and the Client must log in to accept the contract for it to become 'Active.'




Last Updated: Dec-11-23