Change Requests

Form ID: (PM308500)

You can use this form to view and modify a change request, as well as to add or delete a change request.

This form is available if the Change Requests feature is enabled on the Enable/Disable Features (CS100000) form.

Form Toolbar

The form toolbar includes standard buttons and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands can be shown as buttons on the form toolbar, as commands on the More menu, or in both places. These commands are listed in the following table in alphabetical order.


Command	Description
Approve	Changes the status of the change request from Pending Approval to Open. Depending on the settings of the approval map, the system may also display the Enter Reason dialog box, in which you enter a comment explaining your decision to approve the change request. The reason that you enter will be inserted in the Reason column of the row for the approval on the Approvals tab of the current form. This command appears if the Approval Workflow feature is enabled on the Enable/Disable Features form, an approval map for change requests has been configured on the Approval Maps form, this map is selected in the Change Request Approval Map box on the Approval tab of the Projects Preferences form, and the selected change request has the Pending Approval status. For more information, see Managing Assignment and Approval Maps.
Cancel	Cancels the change request, which changes its status to Canceled. A change request with this status cannot be edited. To edit it, you need to first manually change its status to On Hold (by clicking the Hold button) and then edit the change request. This command is available if the change request has the On Hold, Pending Approval, Open, or Rejected status and is not linked to a change order.
Close	Closes the change request, which changes its status to Closed. This command appears if the change request has the Open status and is linked to a cost change order that has the Closed status. Tip: The cost change order is the change order that belongs to a change order class that has the Revenue Budget check box cleared on the Details tab of the Change Order Classes form.
Create Change Order	Creates a change order based on the change request. This command appears if the change request has the Open status.
Email	Sends the currently selected change request as an email.
Hold	Changes the status of the record to On Hold. You click this command when you want to make changes to the record or pause its processing. This command appears if the change request has the Rejected, Open or Pending Approval status.
Print	Navigates to the report that is specified for the CHANGE REQUEST mailing of the corresponding project on the Mailing & Printing tab of the Projects (PM301000) form, to give you a print-friendly version of the change request. If the corresponding project has no mailing setting with the CHANGE REQUEST identifier, an error occurs.
Reassign	Opens the Reassign Approval dialog box, in which you can specify a new approver to reassign the selected record to this approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form. This command appears if the Approval Workflow feature is enabled on the Enable/Disable Features form, an approval map for change requests has been configured on the Approval Maps form, this map is selected in the Change Request Approval Map box on the Approval tab of the Projects Preferences form, and the change request has the Pending Approval status. For more information, see Managing Assignment and Approval Maps.
Reject	Changes the status of the change request from Pending Approval to Rejected. Depending on the settings of the approval map, the system may also display the Enter Reason dialog box, in which you enter a comment explaining your decision to reject the change request. The reason you enter will be inserted in the Reason column of the row for the approval on the Approvals tab of the current form. This command appears if the Approval Workflow feature is enabled on the Enable/Disable Features form, an approval map for change requests has been configured on the Approval Maps form, this map is selected in the Change Request Approval Map box on the Approval tab of the Projects Preferences form, and the selected change request has the Pending Approval status. For more information, see Managing Assignment and Approval Maps.
Remove Hold	Changes the status of the change request to Open, or to Pending Approval if approval map is specified for change requests on the Projects Preferences form. This command appears if the change request has the On Hold status.

Reassign Approval Dialog Box

In this dialog box, you can specify the new approver to whom you want to reassign the selected record or records.


Element	Description
New Approver	The name of the employee to whom you want to reassign the selected record or records.
Ignore Approver's Delegations	A check box that indicates (if selected) that the system will assign the selected records to the specified new approver but not to their delegate, even if the new approver is unavailable and has a delegation set up for the current date. If the check box is cleared and if the new approver is not available and has a delegation set up for the current date, the system will reassign the selected records to the delegate if the delegate is available. If the delegate is unavailable, the system will reassign the requests to the delegate of the delegate. The system will continue the search in this way until it assigns an approver that has no active delegations set up for the current date or it detects a loop in the chain of delegations (in which case you will have to specify a different approver).
This dialog box has the following buttons.
Reassign	Closes the dialog box and reassigns the selected record or records to the specified new approver if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.
Cancel	Closes the dialog box and cancels the reassignment of the selected record or records to a new approver.

Summary Area

You can use the elements in this area to add a new change request or to select an existing change request and view its details.


Element	Description
Reference Nbr.	The reference number of the change request, which the system automatically assigns by using the numbering sequence specified on the Projects Preferences (PM101000) form.
Status	The status of the document. The status can be one of the following: On Hold: The user can edit or delete the change request with this status but cannot link the change request to a change order or create a change order based on the change request. The amounts and quantities in this change request are not included in the potential amounts and quantities of the project budget. Pending Approval: The change request has been taken off hold (that is, this status was assigned when Remove Hold was clicked on the form toolbar). On the Approvals (EP503010) form, a change request with this status is visible to the employee who has been assigned to approve the change request. The amounts and quantities in this change request are not included in the potential amounts and quantities of the project budget. This status is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and a change request approval map has been configured and then specified in the Change Request Approval Map box on the Approval tab of the Projects Preferences form. Rejected: The employee who was assigned to approve the change request has rejected it. The change request can be put on hold for further editing. The amounts and quantities in this change request are not included in the potential amounts and quantities of the project budget. This status is available only if the Approval Workflow feature is enabled on the Enable/Disable Features form and a change request approval map has been configured and then specified in the Change Request Approval Map box on the Approval tab of the Projects Preferences form. Open: The employee who was assigned to approve the change request has approved it. If no approval is configured for change requests, the system assigns this status to the change request immediately after a user clicks Remove Hold on the form toolbar. The user can create a change order for the change request, link the change request to a change order, or assign it the On Hold status for further editing. The amounts and quantities in this change request are included in the potential amounts and quantities of the project budget. Canceled: The change request has been canceled. The change request cannot be edited and change orders cannot be based on it. The amounts and quantities in this change request are not included in the potential amounts and quantities of the project budget. Closed: The change request has been processed in full. The change request cannot be edited. The amounts and quantities in this change request are not included in the potential amounts and quantities of the project budget.
Change Date	The date on which the changes made with the change request should be recorded in the project balances. The change date must belong to an existing financial period of the master calendar.
Contract Time Change, Days	A positive or negative number of days that represents the delay of the contract.
Ext. Ref. Nbr.	The external reference number. You manually enter this number, which can be an identifier required by the customer or a number from an external system integrated with MYOB Advanced.
Description	The description of the change request.
Project	The project associated with the change request. If the change request has at least one line on the Estimation tab, you cannot change the project for the change request.
Customer	The customer associated with the project.
Change Order Nbr.	The reference number of the revenue change order that is linked to the change request. The revenue change order is a change order that belongs to a change order class that has the Revenue Budget check box selected on the Details tab of the Change Order Classes (PM203000) form.
Cost Change Order Nbr.	The reference number of the cost change order that is linked to the change request. The cost change order is a change order that belongs to a change order class that has the Revenue Budget check box cleared on the Details tab of the Change Order Classes form. The cost change order contains the cost part of the change request and, optionally, the commitment part. The box is shown only if the change request is linked to the cost change order.
Cost Total	The total of the Ext. Cost column on the Estimation tab.
Line Total	The total of the Line Amount column on the Estimation tab.
Markup Total	The total of the Markup Amount column on the Markups tab.
Gross Margin %	The system calculates this percentage by using the following formula: (Price Total – Cost Total) / Price Total * 100.
Price Total	The sum of the Line Total and Markup Total.

Estimation Tab

This tab lists all the changes that may affect the project budget.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Table 1. Table Columns
Column	Description
Project Task	The project task that is associated with the cost part of the estimation line. If you add a new line and the project has the default project task, this task is automatically populated in the column.
Account Group	The expense account group that is associated with the cost part of the estimation line. You can select an account group of the Expense type, or an account group of the Off-Balance type for which the Expense check box is selected on the Account Groups (PM201000) form. If an inventory item is selected in the line, the system automatically specifies the account group as follows: If the line contains a non-stock item, the system inserts the account group mapped to the account specified in the Expense Account box on the GL Accounts tab of the Non-Stock Items form. If the line contains a stock item, the system inserts the account group mapped to the account specified in the COGS Account box on the GL Accounts tab of the Stock Items form.
Cost Code	The cost code associated with the cost part of the estimation line. This column is shown if the Cost Codes feature is enabled on the Enable/Disable Features (CS100000) form.
Inventory ID	The identifier of the stock or non-stock item associated with the cost part of the estimation line. If you specify no inventory item, for the change order line created based on this estimation line, the system uses the empty item code, which is specified on the Projects Preferences (PM101000) form).
Description	The description of the estimation line.
Quantity	The quantity of the estimation line.
UOM	The unit of measure associated with the cost part of the estimation line. If an inventory item is selected in the Inventory ID column, the UOM column is automatically filled in with the base unit of measure of this inventory item, which can be changed to another UOM available for the item. If you specify no inventory item, for the change order line created based on this estimation line, the system uses the empty item UOM, which is specified on the Projects Preferences (PM101000) form).
Unit Cost	The cost of the estimation line. By default, the system populates this column with the cost of the inventory item selected in the budget line. For more details on how the system selects the cost, see Project Budget: Update of Budget Lines. If the Multicurrency Projects feature is enabled on the Enable/Disable Features form, the system converts the retrieved unit cost to the project currency by using the exchange rate of the project. You can enter the cost manually or change the default cost.
Ext. Cost	The extended cost of the estimation line, which the system calculates by multiplying the Quantity and Unit Cost values of the line.
Price Markup (%)	The markup percentage that the system uses to calculate the Unit Price based on the Ext. Cost. By default, the system retrieves the following markup depending on the type of the revenue inventory item: For a stock item: The Markup % of the item from the Price/Cost tab of the Stock Items form For a non-stock item: The Markup % of the item from the Price/Cost tab of the Non-Stock Items form If the default item markup is zero, the system populates the markup with the Default Price Markup, % specified on the General tab of the Projects Preferences form.
Revenue Task	The project task that is associated with the revenue part of the estimation line. If you add a new line and the project has the default project task, this task is automatically populated in the column.
Revenue Account Group	The income account group that is associated with the revenue part of the estimation line. You can select an account group of the Income type. By default, the system populates the column with the Default Revenue Account Group of the expense account group of the estimation line, which is specified in the Summary area of the Account Groups form.
Revenue Inventory ID	The identifier of the stock or non-stock item associated with the revenue part of the estimation line. If you specify no inventory item, for the change order line created based on this estimation line, the system uses the empty item code, which is specified in the Empty Item Code box on the Projects Preferences (PM101000) form. This column is shown if Task and Item is selected as the Revenue Budget Level of the project on the Summary tab of the Projects form.
Revenue Code	The cost code associated with the revenue part of the estimation line. If you specify no cost code, for the change order line created based on this estimation line, the system uses the default cost code specified on the Cost Codes (PM209500) form. This column is shown if the Cost Codes feature is enabled on the Enable/Disable Features (CS100000) form and Task and Cost Code is selected as the Revenue Budget Level of the project on the Summary tab of the Projects (PM301000) form.
Unit Price	The price of the estimation line, which the system calculates by multiplying the Unit Cost and Price Markup (%) values for the line. If the Multicurrency Projects feature is enabled on the Enable/Disable Features form, the system converts the retrieved unit price to the project currency by using the exchange rate of the project. You can enter this price manually or change the default price. If you have entered the unit price manually and saved the change request and you change the change request date, this price will not be automatically updated by the system to the correct price for the new change request date.
Ext. Price	The extended price for the estimation line, which the system calculates by multiplying the Quantity and Unit Price values for the line. If the estimation line has an account group selected in the Revenue Account Group column or a project task selected in the Revenue Task column, the Ext. Price cannot be zero.
Line Markup (%)	The line markup percentage of the estimation line. By default, the system populates the column with the Default Line Markup, % of the expense account group of the estimation line, which is specified on the Change Request Settings tab of the Account Groups form.
Line Amount	The total amount of the revenue part of the estimation line that the system calculates by using the following formula: Ext. Price + Ext. Price * Line Markup (%) / 100
Vendor	The vendor associated with the estimation line. The list of vendors available for selection may be limited based on the role or roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. In this case, the Restrict Visibility To box appears on the Financial tab of the Vendors (AP303000) form. With the feature enabled, a vendor is available for selection if one of the following is true: The Restrict Visibility To box is empty for the vendor—that is, the vendor’s visibility is not restricted. A branch, company, or a company group is specified in the Restrict Visibility To box for the vendor, and your user account has the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the selected branch, or the Company Details tab of the Companies (CS101500) form for the selected company or a company within the company group.
Create Commitment	A check box that indicates (if selected) that the system produces a commitment line based on this estimation line when the change request is linked to a change order. By default, the system selects this check box if the expense account group of the estimation line has the Create Commitment check box selected on the Change Request Settings tab of the Account Groups form.

Detailed Description Tab

On the Detailed Description tab, you can view, add, change, or delete a detailed description of the change request.

The details area of the tab contains a rich-text editor, which includes a text area and a formatting toolbar. For more information, see Formatting Toolbar.

Markups Tab

On the Markups tab, you can view, add, change, or delete document-level markups of the change request. The default markups are inherited from the Document Markups table on the Defaults tab of the Projects (PM301000) form and can be manually overridden.

A document-level markup is applied to the change request only if all the project budget key attributes—project task, account group, and optionally inventory item or cost code—are defined for the markup on this tab.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Table 2. Table Columns
Column	Description
Type	The type of the document markup. You can select one of the following options: %: A percentage markup that is applied to the sum of line amounts of the estimation lines of the change request. You can define as many markups of this type as necessary. The markup subtotal is calculated as a sum of all such markup amounts. Flat Fee: A markup whose amount is specified manually to be added to the total markup. Cumulative %: A percentage markup that is applied to all the previously applied percentage markups.
Description	The brief description of the markup.
Value	The percentage or amount of the markup, depending on the markup type.
Amount Subject to Markup	The amount to which the markup is applied. This amount is calculated based on the Line Amount values in the estimation lines of the change request on the Estimation tab. For more information, see Change Requests: Configuration of Markups.
Markup Amount	The calculated markup amount. The system calculates the markup amount depending on the type of the markup, the amount subject to markup, and the amount in the Value column as follows: For the percentage markup type (%), the markup amount is calculated as follows: `Markup Amount = Amount Subject to Markup * Value / 100`, where the amount subject to markup is the sum of the line amounts of the estimation lines For the flat fee markup type (Flat Fee), the markup amount is specified manually in the Value column For the cumulative markup type (Cumulative %), the markup amount is calculated as follows: `Markup Amount = Amount Subject to Markup * Value / 100`, where the amount subject to markup is the sum of all the previously applied percentage markups
Project Task	The project task that is associated with the markup.
Account Group	The account group that is associated with the markup.
Cost Code	The cost code that is associated with the markup. The column is shown if the Cost Code feature is enabled on the Enable/Disable Features (CS100000) form and Task and Cost Code is selected as the Revenue Budget Level for the project on the Summary tab of the Projects form.
Inventory ID	The inventory item that is associated with the markup. The column is shown Task and Item is selected as the Revenue Budget Level for the project on the Summary tab of the Projects form.

Approvals Tab

This tab displays information about the change request approval history. If approval is configured, the change request is automatically assigned for approval when taken off hold. Authorized users can approve or reject the change request on the current form by using the Approve or Reject action, respectively, or mass-process change requests that are pending approval by using the Approvals (EP503010) form.

Note: This tab is available only if the Approval Workflow feature is enabled on the Enable/Disable Features (CS100000) form and an approval map is specified for change requests in the Change Request Approval Map box on the Approval tab of the Projects Preferences (PJ101000) form. If no map is specified in this box, change requests do not require approval.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.


Column	Description
Assignee ID	The identifier of the employee who is assigned to approve the document.
Assigned To	The name of the employee who is assigned to approve the document.
Workgroup	The workgroup of the employee assigned to approve the document.
Approved By (ID)	The identifier of the employee who actually approved the document.
Approved By	The name of the employee who actually approved the document.
Approval Date	The date of the approval.
Status	The status of the document, which can be Pending Approval, Approved, or Rejected, depending on the approval action performed.
Reason	The reason the document has been approved or rejected (if applicable).