6.20.0 Change order after invoicing

What's new?

Aspire now offers enhanced handling of change orders for Fixed Price Open Billing (FPOB) work orders. You can create change orders for fully invoiced FPOB work orders with open work tickets, providing greater flexibility. Additionally, negative change orders can be added when retainage is the only remaining invoice amount, provided the retained amount is not exceeded and there is an open work ticket. These updates improve the flexibility of managing change orders and enhance financial reporting. The default screen for viewing a change order now navigates to Change Order Details, improving workflow efficiency.

Work order change orders

You can modify existing work orders by applying change orders. Change orders provide a method to modify existing services in the estimate (i.e. add or subtract materials, modify the cost, etc.) or add additional services to the work order.

Aspire provides visibility to view original work order bids and prior won change orders while adding new change orders. This context allows estimators to create change orders more efficiently. Change orders can be created for existing work orders whose job status is In Process.

When you win a new or existing change order, the end date is cleared, keeping it visible in financial reports until it is completed again. Additionally, you can win unwon change orders on completed Fixed Price Open Billing work orders to make them visible again. Winning a change order on a fully invoiced work order will also clear the end date.

Note:

Negative change orders are permitted when all invoicing is completed except for retainage, provided the retained amount is not exceeded AND there is an open work ticket.

Invoice open billing screen

When the opportunity is 100% complete and retainage is the only amount left to bill, this field helps you determine the final invoice amount after accounting for any negative change orders. The following table summarizes the new element on the Invoice Open Billing screen.

Screen Element	Description
Remaining Retainage	Displays the amount of retainage that is still to be billed. This amount adjusts if a negative change order has reduced the retainage. When the opportunity is 100% complete, and retainage is the only amount left to bill, this field helps you determine the final invoice amount needed after accounting for any negative change orders.

For more information, see Invoice Open Billing Screen.

Add Negative Schedule of Values screen

For negative change orders, On the Add Negative Schedule of Values screen, you will see a new line in the SOV summary called Retainage to Date and Remaining Amount to Invoice. This enables you to manage negative change orders without exceeding retained amounts, thus preventing over-invoicing.

The following table summarizes the new elements on the Add Negative Schedule of Values screen.

Screen Element	Description
Retainage to Date	Displays the amount of retainage withheld based on invoices submitted to date. This field is read-only.
Remaining Amount to Invoice	Shows the amount still to be invoiced, including adjustments for any negative change orders. This field is read-only.

For more information on setting retainage, see Invoicing Info Screen.