Vendor Change refers to Change Orders applying to an original vendor commitment. Change Orders are official agreements between all parties entering into a contract (customer, contractor, architect) for changes to be made to the original scope of work. In construction, especially with large projects, changes will often be necessary, whether due to owner request, incorrect estimating, obstacles or unexpected issues, etc. When this happens, the original scope of work must be altered to reflect the change in the contract. Once a Vendor Change has been created, submitted and approved, the Change Order becomes as legally binding as part of the original contract.
To be able to create a change order for a vendor commitment, a user must have the correct permissions and the commitment type must be configured to allow changes. If you cannot create a vendor change order, consult a system administrator.
1. Create a Vendor Change Order
When additions, deductions, or scope modifications are made to a Vendor's Commitment (subcontract, PO, etc.) you will want to record this as a Change Order against the Commitment. Change Orders are official agreements between all parties entering into a contract (customer, contractor, architect) for changes to be made to the original scope of work.
Vendor change orders can be created for positive or negative amounts. Creating a deductive change order is as simple as applying a negative price to the product or service in question.
Follow the steps below to create a Vendor Change Order.
Steps:
Find the buyout commitment you wish to issue a change order for and left click on the "tools" icon.
Select "Create a Change Order"
On Step 1, verify the Vendor is correct, then click "Next"
(Optional) If the vendor has a quote that has been created (either single quote or bid package) on this project, the information will populate. If the commitment that is being created is related to the quote, you can click the checkbox to include it in this commitment & close the quote. Bid packages can be selected in as many commitments that are related to it and all items will load to Step 3 Products and Services for review and editing.
On Step 2, if this Vendor Change Order is being issued due to a Customer Change, link to the Customer Change in the Scope dropdown
Verify all Terms are correct, then click "Next"
On Step 3, enter the additions and/or deductions to the Vendor's Commitment as line items and "Add to Commitment"
Click "Save" and "Next Step"
On Step 4, (optional) Verify all Required Credentials are on file and up to date
Click "Next Step"
On Step 5 (optional), you may click the "Add" button to create new submittal items to be requested to this vendor via the project's Submittals tab
Click "Next Step"
On Step 6, (optional) attach any documents or files you would like to include on this Change
Click "Next Step"
On Step 7, click "View Vendor Change" to preview the Change Order or "Close Form" to close the window
Once completed and reviewed, you may Commit the Change Order from the tools icon
2. Edit a Vendor Change Order
Once a Vendor Change Order has been created in RedTeam Flex, the record will be located in the list of Buyout Commitments under the Buyout tab. The Change Order will appear in the list directly underneath the Commitment that it references.
Before the Vendor Change Order is committed, it may be edited. The edit function allows you to add a contact, choose a start date, add/edit/remove Products & Services, and add required credentials. Once a Change Order has been committed, changes can no longer be made. To uncommit, please see a System Administrator.
Steps:
Locate the Vendor Change Order in the list of Buyout Commitments
Click the tools icon
Click "Edit"
Make all required changes to the Change Order
Click "Save"
3. Commit a Vendor Change Order
Before you commit a Vendor Change Order, review the record (Edit or View) to make sure the information is correct. Once you have verified all of the Vendor Change Order information, you can commit the record. Once committed, your Change Order is ready to be sent to the Vendor. You can email directly from RedTeam Flex, or print and send.
Steps:
Locate the Vendor Change Order in the list of Buyout Commitments
Click the tools icon
Click "Commit"
4. Delete a Vendor Change Order
Before the Vendor Change Order is committed, it may be deleted. This will remove the record permanently from RedTeam. Once a Change Order has been committed, it can no longer be deleted and must first be uncommitted. Uncommitting and deleting is based on user roles and permissions. If you cannot delete the entry, please contact a System Administrator.
Steps:
Locate the draft Vendor Change Order you wish to Delete from the list of commitments
Click the tools icon
Click "Delete"
