Procedures

2:15

Initiate ICO v23.01

An Internal Change Order (ICO) is used for specifying internally requested changes to the Material list such as a removal, addition, or substitution of one or more Order Items linked to a Project.  ICOs may impact Cost, but have no impact on Revenue.

To create an ICO removal or substitution

1. Open the Project and click the Material tab
2. To remove Items:
   1. Highlight the Item(s) you want to remove
   2. Click the Material grid Extended Menu, and select Create ICO for Selected Item(s).  Alternatively, you can select Add selected Item(s) to Existing ICO Order, if one exists in DATAENTRY status
   3. Click OK to confirm.  A new Order record displays with the Order Type of ICO
   4. Click the Line Items tab.  The selected Items in the Material tab of the Project record display with a negative amount in the Qty column.  This is because the Items are being removed from the Project Materials
3. To substitute Items:
   1. On the ICO, click the Edit icon
   2. On the Line Items tab > Find Products sub tab, find the Items to add and select Add to Order.  The Item will display in the Line Items grid with the positive specified Quantity
4. Click the Save icon.  The Subtotal and Item Price are set to $0.00, as an ICO has no impact on Revenue
5. Process the ICO by clicking on the Order record Process icon for the following:
   • Confirm the order.  Note the following:
     • There is no undo action for removals once ICO is confirmed
     • Removed Items are removed and the Item Status changes from DATAENTRY to ICO
     • Added Items remain in DATAENTRY status
     • ICO Items are visible in the Project form > Material tab
   • Approve the Order.  The added Items are ready to be fulfilled

To create an ICO addition only

1. Open the Project and click the Orders / Invoices tab
2. In the Orders grid, click the Extended Menu and select Create ICO Order.  A new Order record displays with the Order Type of ICO
3. In the Line Items tab > Find Products sub tab, find the Items to add and select Add to Order.  The Items will display in the Line Items grid with the positive specified Quantity
4. Click the Save icon. The Subtotal and Item Price are set to $0.00, since this is an ICO with no impact on Revenue
5. In the Order record, click the Process icon for these actions:
   • Confirm the Order.  The added Items remain in Status DATAENTRY and are now visible in the Project form > Material tab
   • Approve the Order.  The added Items are ready to be fulfilled