Linking Project Variations to your Head Contract

When you're managing a project, it's vital to maintain visibility and full control over your variations. Where you have a variation on a project, but you don't want to include it in the claim yet, you can add the variation amount to the cost code for the project without linking it to the Head Contract until later, when it's been approved.

Once it has been approved, you can link it to the Head Contract and include it in the next claim.

This allows you to keep track of your costs and variations while efficiently controlling which costs to claim and when to include them.

Add a Variation to the Project

In the example Head Contract / Project below, there is a variation that has not yet been approved, so there is not a variation line to the Head Contract for it yet.

To add the variation in the Project, from the Payment Claims > Projects menu:

• Select the Project and click to the Variations tab.
• Click Bulk Add new variation.
• Add the variation details for Cost Code, Code, Notes and Amount. Leave the field for Head Contract Variation line blank.
• Click Add, then Bulk Add to save the new variation for the Project,

This variation now appears on the Project, but has not been linked to the Head Contract. Therefore it will not be included in a claim yet.

In the Head Contract variations window, you can see that the amount of the variation shows as unassigned, as there is no variation line in the Head Contract to match it to.

Link the Project Variation to the Head Contract

When the variation has been approved, and you are ready to link it to the Head Contract, this is easy to do from the Project > Variation window.

• Go back to the Project and click to the Variations tab. (Payment Claims > Projects > Variations.)
• Select the project variation line you want by double-clicking it.

This takes you to the Edit Variation window, where there are two possible options, depending on whether or not the variation has been entered into the Head Contract.

Option 1: The variation has NOT been entered to the Head Contract. 

In this case:

• Click the plus icon above the Head Contract variation field at the bottom of the window. This takes you to the Create Head Contract Variation window. Here there are two tabs, New Cost code variation and Existing cost code variation on contract line. (If you click the search icon, no lines will appear, as the variation has not been entered to the Head Contract.)
• Ensure that the tab for Existing cost code variation on contract line is highlighted, and if it is not, then click to access that tab.
• Next, enter details for Description, Section, and Customer reference. Leave all other fields blank.
• Click Save then back on the Edit Variation window again, click Save once more.

If you look back to your Head Contract in the Variation tab, you can see that the line has been created from the Project.

Option 2: The variation HAS BEEN entered to the Head Contract.

In this case:

When you are ready to link the variation from the Project, then from the Edit Variation window, (as above), then:

• Click on the search icon for the Head Contract variation field. Now you will see the line from the Head Contract displayed below this field.
• Select the required line and click Save to link your Project variation line to the Head Contract variation line.

Now the Variation has been linked and can be included in the next claim.

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