Use this guide to group a scope change, create vendor and Prime Change Orders, copy vendor pricing to the owner side, control when values affect SOVs and reports, prepare change documents for signature, and export change exposure.
Start here
- Record a scope change: Create a Change Event.
- Price cost and revenue: Create vendor and Prime Change Orders.
- Start owner pricing from vendor cost: Copy vendor pricing to a Prime Change Order.
- Understand when values count: Understand change status and financial timing.
- Approve and sign a change: Prepare a Change Order for e-signature.
- Report or export: Find, group, and export changes.
- Something is blocked: Troubleshoot Change Events.
Create and price changes
Create a Change Event
- Open Change Events.
- Select Add Change Event.
- Enter a specific title and description.
- Select Change Event has no budget impact only when the change truly has no financial value.
- Save.
- Add the affected vendor Change Orders and, when owner revenue changes, a Prime Change Order.
A Change Event groups the cost and revenue records for one scope issue. It can contain a vendor Change Order for each affected Commitment and a Prime Change Order for the owner side.
Don't select Change Event has no budget impact merely because pricing is unknown. An unpriced change still represents exposure; the checkbox removes that event from financial impact.
Create vendor and Prime Change Orders
Inside the Change Event:
- Add a vendor Change Order for each affected Commitment.
- Add vendor lines with cost code, cost type, amount, retention, and subproject.
- Add a Prime Change Order when the owner contract or revenue changes.
- Add Prime lines with revenue coding, owner amount, markup, and Budget impact.
- Attach supporting documents.
- Review each side independently before approval or signing.
Vendor and Prime amounts don't have to match. Margin, allowances, and costs not billed to the owner legitimately separate them.
On a Sage-connected project participating in sync, Add Change Order is blocked while the Budget has no line items. Add or sync Budget lines first. Any Budget lines clear the block; they don't have to come from Sage.
Copy vendor pricing to a Prime Change Order
When revenue codes are disabled:
- On the Change Event's Prime side, select Copy all from Vendor Change Orders.
- Choose the Prime Commitment.
- Select Copy All.
- Review the new Prime Change Order.
- Adjust revenue coding, descriptions, Markup Rate, owner amounts, and Budget impact.
The action copies every line from every vendor Change Order on the event; individual-line selection isn't available. Treat the result as a Draft owner-pricing proposal.
Copy all from Vendor Change Orders doesn't appear when revenue codes are enabled. Build Prime lines directly in that configuration.
This action copies change pricing, not invoice progress. To seed an Owner invoice from vendor billing, use Copy Line Items to Prime on the vendor invoice.
Status, approvals, and consequences
Understand change status and financial timing
Change document status and financial timing are separate:
- Pending: the Change Order isn't executed and has no Billable On date.
- Billable On: the date its value begins counting in billable reporting.
- Fully Executed: the approval and signature lifecycle is complete.
- Void: the record remains in history but isn't active.
- Change Event has no budget impact: the entire event has no financial value.
When a Change Order becomes Fully Executed, its lines become available on the contract SOV for invoicing. When a Prime Change Order reaches Billable On, Constructable creates or updates its Budget Modification and locks it.
A change can be executed before it is billable or billable before the final signature. Don't execute a change merely to include it in totals. Use Billable On or the Budget's Show Pending Change Orders in Totals according to the project's policy.
Prepare a Change Order for e-signature
Finish the Draft lines and supporting documents, then use the Change Order's e-signature preparation action to configure approvers, signers, and fields.
The document proceeds through Draft, Awaiting Approval when approvers are configured, Out for Signing, Ready to Countersign, and Fully Executed. Notifications go to each configured participant when their action is due.
While the signing flow controls status, don't force a manual status change. Once executed, editing requires Edit commitments and change orders after they have been executed and may not update an accounting document already created from the original execution.
Understand Budget, SOV, invoice, and sync effects
- Vendor Change Orders add cost exposure and, once executed, billable SOV lines on the selected Commitment.
- Prime Change Orders add owner revenue and, once executed, Prime SOV lines.
- A Prime Change Order reaching Billable On creates or updates a locked Budget Modification labeled Budget Impact #NNN.
- Invoice progress can be entered only against SOV lines available to that contract.
- The Budget can include or exclude pending Change Orders from totals without changing their records.
Sage Intacct can create purchasing and project-contract change documents from executed Constructable Change Orders according to configured mappings. Some flows create only and don't send later edits. Coordinate corrections with accounting.
Fix and retry a failed integration link. Don't create a duplicate Change Order to work around a sync error.
Find and report
Find, group, and export changes
From Change Events:
- Search by Change Event title, Change Order title, or company.
- Group by Change Event, company, or status.
- Filter by company and status.
- Export the current grid to PDF.
- Open Change Orders Report for progress, retention, and invoiced-to-date details.
Check filters and access before exporting. Some roles see only billable Change Orders while others see all changes, so users can report different totals from the same project.
The Budget provides separate PDF and CSV exports and a Show Pending Change Orders in Totals option. An exported file is a snapshot and doesn't update.
Troubleshooting
Troubleshoot Change Events
Change Events or one side of the event is missing
Confirm the Financial package and the applicable vendor or Prime View Change Events/Orders permission. Vendor and Prime visibility are controlled separately, and company restrictions can further limit results.
Pricing isn't known yet
Leave Change Event has no budget impact cleared. Add pricing when available so the event remains visible as exposure.
Add Prime Change Order is blocked on a Sage project
The participating Sage project has an empty Budget. Add or sync at least one Budget line, or confirm whether Exclude from Sage Intacct Sync should apply.
Copy all from Vendor Change Orders is missing
Revenue codes are enabled. Build the Prime Change Order lines directly.
Copied Prime totals are higher than vendor totals
Review Markup Rate and each owner amount. Copied values are a starting point, not a required match.
Change lines aren't available for invoicing
Confirm the Change Order is Fully Executed and its lines were added to the intended contract SOV.
A colleague sees more Change Orders
Compare vendor and Prime read permissions, company access, filters, status, and whether the view includes only billable changes.