Subcontractor Change Orders

Visual Mapping

Header

Line Items

Exporting Subcontractor Change Orders to Foundation

After exporting a Purchase Order, Subcontract, or Purchase Order/Subcontract Change Order, you can find them in Foundation by following these steps:

1. From the Foundation homepage, go to PO/Subcontract --> PO/Sub and Change Order Sync:

2. Select the Report tab. Alternatively, you can apply specific filters (e.g. to Jobs like the below screenshot) to make sure you return Subcontracts that meet your needs.

3. In the Report tab, select the "Import" checkbox for the Subcontract, and then press the Import button:

4. After importing, press the OK button to confirm there are no validation errors or issues.

You can also check the Item Detail tab to confirm that line items imported as expected:

5. Press OK again. If there are no issues, you will see a confirmation that the Purchase Order or Subcontract has successfully imported into Foundation.

Purchase Order or Subcontract Line Item Ledger Account

Since most Project Management systems do not have a Ledger Account, Agave will default to the Ledger Account associated with the Cost Type (Cost Class). The default Ledger Account associated with the Cost Type can be found below:

note

We recommend assigning a Default General Ledger Account for each Cost Type. This will prevent the need to manually input the Ledger Account in Foundation for each Purchase Order, Subcontract, or Subcontractor Change Order you export to Foundation.

FAQs and Common Errors

Why am I getting an error saying a record already exists even though I deleted it?

You may have deleted a record but still receive an error saying the record exists after re-syncing it (example below). Alternatively, You may need to modify and re-sync a Purchase Order, Subcontract, or Purchase Order/Subcontract Change Order record in the Project Management system after it has been exported to Foundation.

Depending on the status of the export, you have a two options:

If the record has not been imported in Foundation (i.e. it has a status of "Imported" or is in the PO/Sub and Change Order Sync view):

1. From the main menu, select PO/Subcontract

2. Select the PO/Sub and Change Order Sync view

3. Press Report, then select the Delete checkbox. Then press Delete

If the record has been imported in Foundation (i.e. it does NOT have a status of "Imported" or is visible in either the Enter PO/Subs or Enter Change Orders views), you can either modify the record manually with details from your Project Management system, or:

1. Delete the record from either the Enter PO/Subs or Enter Change Orders views. You can do this by pressing the trashcan icon in the toolbar.

2. From the main menu, select Controls --> Purge Data.

3. Scroll down to the P/S Purges section and select PO/Subs.

4. In the Criteria tab, input the criteria for your report, then press the Report tab. Assuming the records match what you want to delete, either press "Ctrl + U" or Purge --> Purge Selected Records in the toolbar.

Error: Cannot create a Change Order for a Contract that is in "Staged" status.

You are receiving this error because the Purchase Order or Subcontract the Change Order references has not been fully imported into Foundation.

To fully import these contracts into Foundation, see our guides for Purchase Orders or Subcontracts.

Negative Unit Cost for Change Orders

After importing Subcontract or Purchase Order Change Orders to Foundation, you may encounter the following error in Foundation: Unit Cost for inventory items must not be negative:

Foundation prohibits negative Unit Cost values for Subcontract or Purchase Order Change Orders. To resolve this error, you will need to either:

1. Change the Quantity to be negative, and make the Unit Cost positive (so you have the same Extended Cost) in Foundation directly, or
2. Make the foregoing change in your Project Management system and re-sync the Subcontract or Purchase Order Change Order to Foundation.