How do I utilize the Contingency fund in a change order?

When creating a change order against a contract that contains at least one contingency fund, the change order can instead be converted into a "Contingency Transfer" change order.

Toggling a Change Order to be a Contingency Transfer:

1. When creating a change order, select your contract that contains a contingency fund.
2. An additional drop-down menu will appear in the General tab, allowing you to select a contingency fund to use.
3. Select a fund from the drop-down menu, fill out the other required fields, and click Save & Next to proceed to the Items tab.

Helpful Hint: Contingency transfers can only be made against one contingency fund per change order.

What is different in a Contingency Transfer Change Order?

If you selected a contingency fund, actions taken in the Items tab can have significantly different results on following invoices compared to a regular change order.

• Any amounts entered will automatically credit/debit accordingly from the contingency fund that you selected.
• You will not be able to proceed past the Items tab if there is not enough Remaining Contingency to fund your changes.
• When adding/subtracting money from an original contract line item, Projectmates will amend the line item in the following invoice, instead of creating a new line to represent the change.
• Adding new line items manually or through linking PCOs will still create new line items in the following invoices, similar to a regular change order.
• A contingency line item cannot be manually adjusted. It can only have money credited or debited from it.

What to do in the Items tab of your Contingency Transfer:

1. Fill out the Items tab as you would a normal change order. This can include the following:
   • Adjusting the dollar amounts on any original contract line items.
   • Manually creating new line items.
   • Creating new line items via linking PCOs.
2. Regardless of what actions you take, Projectmates will automatically adjust your selected Contingency Fund to accommodate these changes.
   
3. As with a regular change order, changes will only apply to invoices created after the change order has been fully approved.