Updating the Phase and Cost Code in Flex
At times, it may be necessary to update the phase, cost code or even the committed amounts of a subcontract or purchase order in RedTeam Flex after the commitment has been emailed to a vendor via TeamPlayer. In this article, we will discuss how this process works and cover a few potential issues that may arise.
Updating Scope, Phase or Cost Code
1) It is only possible to edit a Commitment that has not yet been invoiced (either manually or via TeamPlayer). If any invoices and/or payments exist for the commitment, those payments and invoices will first need to be deleted.
For more information on deleting Vendor Payments, click HERE. For information on deleting Vendor Invoices, click HERE.
2) Once any existing payments and/or invoices have been removed, you will need to Uncommit the Commitment to place it back into Draft status. To do so, click the Tools icon next to the Commitment in the Buyout Tab of the project and select "Uncommit"
Note: If you are unable to click the commit button, you may either have existing invoices/payments that still need to be deleted, OR you may lack the permissions to uncommit commitments. Once you have verified that all invoices and payments have been removed, contact your System Administrator for help with permissions if you still cannot click the Uncommit button.
3) Once the Commitment is in Draft status, click the blue Pencil icon to edit it.
4) Navigate to Step 2 - Contract Terms; here you may select the new scope, phase, or cost code you need to assign to your commitment. The Scope Field indicates whether the commitment is related to the original owner contract, or an owner change order. If applicable, the Phase of the project will be indicated by the phase code that will show as a prefix to the Cost Code chosen.
Tip:
If the default configuration of the commitment form allows for the Commitment Value to be allocated to multiple Cost Codes, you will need to verify each line of the commitment in Step 3: Products & Services to make sure it's been allocated to the correct Phase/Cost Code. Only the first line will change by default with the new Cost Code entered in step 4 above. The remaining lines will maintain the previous Cost Code assigned.
Updating SOV Line Item Amounts
1) To change the amounts of one or more SOV line items within your commitment, navigate to Step 3 - Products & Services.
2) Use the checkboxes next to the SOV lines to select the ones you need to edit, and click Update when you are ready to edit.
3)You can change the Description, Cost Code and Amount from this screen. Click Save when you are finished making edits.
4) After you've made the necessary changes on your Commitment, you may use the Tools icon to select Commit and return the commitment to a Committed status. At this time, the Commitment documents and SOV line items will update automatically to reflect the changes in your vendor's TeamPlayer portal. There is no need to resend the commitment to the vendor.
Where are Phases and Cost Codes displayed in TeamPlayer?
The project Phase for a given SOV line item (if applicable) will show only on the contract documents in TeamPlayer, while the Cost Code will show both on the Contract documents and in the SOV lines when the vendor is creating or viewing a bill.
