The Variation Function allows the creation of additional quotation documents for work not included in the original project estimate. It also supports changes to the initial scope or agreement after the project moves to the active stage.

This feature is especially useful for managing project changes that arise after the project moves to the active stage.

To enable this functionality, go to Contracting Settings → Administration Section and check the box "Use Variation Estimation Acceptance." Once enabled, the system will process all project estimate documents with the Variation type. It will automatically update the "Accepted" column in the revenue tab for each row added in the current or any previous variation order.

When a project reaches Active status, the "Create Variation Order" button becomes available in the project estimate section. This opens the variation workflow.

In the variation estimation document, the estimate lines are locked and cannot be edited directly. To make changes:

• Change Row – Marks an existing line as cancelled. The system creates a reversal transaction and generates a new editable line for modifications.
• Cancel Row – Reverses the selected line by marking it as cancelled, without creating a new editable line.
• Add Line – Allows the addition of new lines to account for extra or additional work.

Once a variation order is posted, the changes are not considered accepted by default. A new "Accepted" column appears in the revenue section, but it remains empty until the client formally confirms the variation. Client acceptance is not a mandatory option.

If needed, a new quotation document can be generated from the variation and shared with the client for approval. This quotation includes reversed lines, newly added items, and the total value of the proposed changes.

Once the client approves, mark the variation as accepted in the system. You’ll be prompted to enter the acceptance date. Upon acceptance:

• Revenue reports and project data are updated.

• New lines are reflected in the financials.

• Contracts are adjusted if needed.

Users with full access can accept variations manually. Restricted users will see the accepted status set automatically and cannot change it. If no further processing has occurred, accepted variations may be cleared, subject to access rights.

This function ensures accurate, auditable handling of changes, whether they arise from client requests, internal corrections, or evolving project needs. Costs are applied when the variation is posted, but revenue is recognized only after acceptance (if required).