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Change Orders for Integrated ERP/PM Users

GCPay subscribers who use our software in conjunction with an integrated ERP/PM software have the added benefit of being able to streamline the subcontract change order creation and billing process. Integrated users (1) can elect to automatically pull in approved change orders to GPCay to be billed against immediately, or (2) newly created change orders can be queued in the integration tab until they're manually brought in by a user with sufficient permissions. 

Autocreated Change Orders 

This is far and away the most popular change order configuration among integrated ERP/PM users. Using this setting, GCPay automatically pulls in approved change orders from the ERP/PM software. Once the change order is brought into GCPay, subcontractors will receive a system-generated email notification and can immediately bill against the change order. Autocreated Change Orders are configured by GCPay's onboarding or support team. This is not a setting end users have access to. 

Manual Change Orders

Sometimes users prefer to decide when change orders are brought into GCPay. Often, these users are new to GCPay or new to using GCPay with a supported integration. 

To bring a change order into GCPay manually: 

  1. Create and approve the change order in you ERP/PM software
  2. Sync your project in GCPay
    1. Projects will automatically sync on a scheduled interval, but you can manually sync by selecting the Sync Job button in the hamburger menu in the Integration Tab
  3. Select the change order you wish to bring into GCPay from the list of approved change order (step 1 on the screenshot below) 
  4. Click the Save & Close button (step 2 on the screenshot below) to bring the change order into GCPay     
    1. The Change Order will now be available for the subcontractor to bill against and will display in the change order table on the Project Overview tab.
      • The subcontractor will receive an email informing them of the new change order.

Unconstrained vs. Constrained Change Orders

Change orders originating in an ERP/PM platform pulled into GCPay can be unconstrained, meaning they'll reflect the exact line item(s) in the ERP, or constrained, meaning a subcontractor can further detail the change orders line item(s) in GCPay.

In the following example, a subcontractor has broken out one change order line from the ERP/PM software into three lines in GCPay: 

When using constrained change orders, GCPay will consolidate billing to the less detailed, fewer lines originating in the ERP/PM software during AFP export. However, the additional break out will remain in GCPay. 

To enable constrained change orders on your projects: 

  1. Select Enable Change Order Constraints from the Project Settings tab
    1. You can elect to have subcontractors constrain change orders that meet a minimum dollar amount by selecting Do not constrain change orders if change order value is below the minimum value established below

Once a subcontractor has detailed a constrained change order, you will have an opportunity to review the change over for approval.

To learn more about how to constrain change orders, please visit the following article: How do I submit my Constrained Schedule of Values (SOV)?

Evan is the author of this solution article.

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