What rules are involved in best practices of Change Order workflows?
There are several rules, established through the Rules Maintenance tool on the System Admin Dashboard, that can affect your Change Order workflow. These rules are summarized below. See the corresponding KBAs for additional information.
BudgetConfig Rules (see KBA-01176)
- This rule defaults to 0 to add a new line. If you want the CCOs that are generated by a Change Order to change a particular Item on the Commitment instead, indicate the Item number as the result value for this rule.
- This rule is ON by default. If you do not want users to be able to award RFQs from the Budget Entries window, disable this rule.
- This rule is OFF by default. If you want RFQs that have zero value to be processed during Change Order workflow, enable this rule.
- This rule is OFF by default. If you want Change Orders to distribute revenue to various Cost Codes, instead of the one default Cost Code, enable this rule.
- This rule is ON by default. If you want the budget revision from a Change Order to post even when the EAC budget will become less than the Actual + Committed amount on any line, disable this rule for Budgets.
- This rule is ON by default. If you want the budget revision from a CCO to post even when the EAC budget will become less than the Actual + Committed amount on the CCO cost code line, disable this rule for Budgets.
- This rule is ON by default. If you want budget revisions from a Change Order to post even when a budget line will become negative, disable this rule for Budgets.
- This rule is ON by default. If you want budget revisions from a CCO to post even when the budget line will become negative, disable this rule for Budgets.
- This rule is OFF by default. If you want to prevent CCOs from posting if any Commitment line would then have a negative amount to be paid (including held retention), enable this rule for CCOs.
DocTypeConfig Rule (see KBA-01154)
- There is no default for this rule. If you might have Hard Copy routees on your RFQ, are using a predefined route, and want Spitfire to insert another routee before each Hard Copy routee, configure this rule with the name of the Spitfire user who will be responsible for sending the hard copy.
ItemBudgetRevenue Rules (see KBA-01189)
AA / RQ / RR / SG / SN / SP
- If you want to specify how revenue will be handled on Auto Allocated entries / on RFQ entries / on Revenue entries / on CCO entries / on Commitment entries and/or on Self Perform entries, configure each rule as Auto (revenue is calculated using the markup default), Manual (revenue can be entered manually but is assumed to be zero) or Disabled (revenue is prohibited so is always zero).
PostExpensesAtStatus Rule and PostRevenueAtStatus Rule (see KBA-01440)
Any Document Status
- If you want to automatically post expenses and automatically post revenue when the Change Order is saved with a particular status (such as Approved), enable these rules by entering the Doc Status code as the rule for Change Order.
ProjectConfig Rules (see KBA-01153)
- If you want to change the Contract Line description for new Change Items on a Project Setup document (Approved Changes by default), configure this rule. (See also KBA-01308.)
- If your site is not integrated with an accounting system, and you want to specify the default revenue code for new Change Items, configure this rule with the cost code as the result value. (Note: the Contract Cost Code must already exist in the work-breakdown-structure.)
VXLConfig Rules (See KBA-01606)
- If you want to turn off the Budget Entry Import from Excel feature (which is enabled by default for Change Orders and Potential Change Orders), disable this rule to save processing time. If you disable this rule, other VXLConfig rules pertaining to Change Items are ignored.
- If you want to change the number of consecutive blank rows on an Import workbook that Spitfire will check before stopping the import (399 by default), enter a different number as the result value.
- If you want your Revenue lines kept separate when importing Change Items from Excel, disable this rule. Otherwise, all revenue lines will be combined into a single revenue line at the end of the import.
- If you want to run allocations on budget entries that are imported from Excel, either specify Always as the result value (to run allocations immediately after the import) or 1 to enable the Run Allocations choice on the drop-down menu.
WBAConfig Rules (See KBA-01388)
- If you want to specify a default Revenue account category to be used on new Revenue lines, indicate the account category as the result value for this rule. (Note: the account category must already exist in the Account Categories tool.)
- If you want to change the default account category for Self Perform lines (which is LABOR by default), indicate the account category as the result value for this rule. (Note: the account category must already exist in the Account Categories tool.)
KBA-01737; Last updated: January 17, 2023 at 10:49 am