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How To: Request a Variation

Ryan Mitrevski
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Workflow Supplier (1).png

Supplier Operations: If you need to make any adjustments to the scope of the order (items, quantities or costs), you can do so by sending a variation request to the Customer for their approval.

NOTE: This workflow is only available for users with the Senior or Hide Rates skill level. Users set up with the Junior skill level will not be able to process a Variation Request.

 

Steps to Request a Variation:

Initiate Variation Request:

  1. Locate the specific order for which you wish to request a Variation. You can do this by using the Find Orders screen, actioning an order from the Work in Progress or Submit Claim worklists, or directly through the Project View screen where the order exists.
  2. Click the Action/Acquire/Takeover button next to the order for which you wish to request a variation.
  3. You will be directed to the Items tab. Select the "Request for Variation" radio button.

Change quantity on an existing item:

  1. Locate the Item with the ordered quantity that needs to be changed.
  2. Enter the new quantity in the Requested Qty column for the item

Change Value (Unit Rate):

  1. Locate the Item with the unit rate that needs to be adjusted (Fixed rate items cannot be edited).
  2. Enter the new value in the Unit Rate field

Add Additional Items to your order:

  1. Scroll to the last item on the Request Variation screen. If there are no blank item lines in the list, select "New Item" or "Add 5 Blank Items". New blank items are added to the Items list 
  2. Click the magnifying glass icon to select from a list of items.
  3. Click the Item ID of the item you need to add.
  4. If necessary, enter a Comment about the item (e.g. why it is required).
  5. If necessary, enter the correct item rate excluding GST in the Unit Rate (Fixed Item rates can not be edited).
  6. Enter the Requested Qty
  7. As each line of the Order is updated, the totals at the bottom of the page are automatically recalculated.
    • Supplier’s Variations = the total of variations on this order.

Submit Variation Request:

  1. Enter a reason for the requested variation(s) in the Variation Comments.
  2. Click the Request Variation button.
  3. The order is now with the Customer to verify the claim. You can view this variation request using the Worklist > Viewable menu in the Request for Variation (View Only) list.

NOTE:

  • For items where the Requested QTY was greater than or less than the Order QTY, the cell will be highlighted in red
  • For newly added items outside the scope or not agreed upon through a previous variation request, the entire item row will be highlighted in red.
  • For items where the Supplier could specify an item price (i.e., at-cost items or new variable-rate items), the requested item price is displayed in red under the original item price.

 

Action the Customer's Response

Before taking further action on the Order, the Customer's response to the Variation request must be viewed and acknowledged: 

  1. Go to Worklist > All
  2. Under the Orders tab, click Customer Response to Variation Request
  3. Click Action/Acquire/Takeover next to the relevant order
  4. Review the items on the Customer Response to Variation Request screen. The items requested in the variation will display a Rejected or Agreed status in the variation status column, indicating which items the customer has agreed to.
    • The Client’s decision and comments are displayed at the bottom of the page
  5. Click Response Viewed. The order is returned to Work in Progress.