The Variation Function enables the creation of additional quotation documents for work not covered in the original project estimate. It also facilitates modifications to the initial scope or agreement once the project becomes active.
This capability is particularly helpful for handling changes that occur after project activation.
To activate the feature, Contracting Settings → Administration Section→ Use Variation Estimation Acceptance. Once enabled, the system will process all project estimate documents marked as Variation and automatically update the "Accepted" column in the revenue tab for any lines added in the current or previous variation orders.
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.
Variation acceptance functionality
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).