How do I link a Potential Change Order (PCO) to a Change Order (CO)?

Approved PCOs can be converted into a Change Order at any time, and multiple PCOs can be linked to one Change Order. 

Helpful Hint: Each individual PCO can only be linked to a Change Order once.

Create the Change Order (CO):

1. From the My Projects page, select the project you wish to work in.
2. Click Cost Tracking (may also be called "Contract Mgmt") from the left-hand menu.
3. Click Contract/PCO/Change Order.
   
4. Click + Item in the top-right corner.
5. Select Change Order.
6. Click the Select Contract drop-down, and select the applicable contract.

   Helpful Hint: Only contracts that have been "Approved" and awarded to you/your company will display here. If you do not see an item you expect to display, talk to the Project Admin regarding the status of the approval.

7. Once selected, the Change Order Item #, Description, Division, and Select or Type Group fields will pre-populate based on the contract data.
8. Add to the Description field after the pre-populated CO number (ex. CO#001.002:) to identify the Change Order. 
9. Select a Reason Code.
10. Click Save and proceed to the next section.

Link the Potential Change Order (PCO):

1. Click the Link icon.
   
2. In the Select PCO to Link pop-up, mark one or more checkboxes to be linked to this change order.

   Helpful Hint: Only PCOs that have been "Approved" will display here. If you do not see an item you expect to display, talk to the Project Admin regarding the status of the approval.

    
3. Click Save and Close. 

   Helpful Hint: This will save the selections you made and refresh the screen.

   • On the General tab, the Days Changed field will update based on the data from the linked PCO item(s).
   • On the Items tab, a new line item will be created for each linked PCO.

     Helpful Hint: The PCO line item(s) are not linked to the budget. You can either correct this manually, or you can reassign (copy/paste) the amount(s) from the PCO line item(s) into the available line items from the contract below.

4. Click Save & Next and proceed to the next section. 

Finalize the Change Order:

1. On the Items tab, add amounts to existing line items from the contract, or additional line items for anything not included in the linked PCOs.
2. On the Attachments tab, upload any supporting backup documentation required.
3. On the Approval tab, review all of the details and confirm that everything was entered correctly.
4. Scroll down and click the drop-down menu for Select Approval Type. 
5. Select the applicable approval workflow, and click Start Approval. 

   Helpful Hint: This action will send email notification to the first approver, notifying them that their approval is requested for this Change Order. Once the approval for the item is complete, you will receive an email notification about the approval status.