Commitment change line items

If the template from which a communication was created is not configured as Expenditure but is configured to include financial values as required or optional, these values are treated as commitment change values.

If the contract does not have line items, only a single commitment change financial value can be specified for each communication. See Commitment change values.

If the contract has line items defined, multiple commitment change values can be specified for a communication. Each proposed change applies to a different line item and will affect its approved commitment value once the communication (or if necessary, its successor) has been approved/agreed.

Changes can also be proposed for the budget values of discrete pro rata progress measures, with any associated apportioned progress measures updated accordingly.

Commitment changes to line items are added to a communication once it has been created and saved. To add commitment changes to line items on a communication, the following conditions must be met:

• Line items have been added in the Contract Configuration.

• The communication's template has the Is Expenditure option set to No and a communication template reporting category which supports Change.

• The communication is in an editable state:

  • The communication is in Draft state.

  • If the communication has a routing path of Contractor to Company and the contract's Method of Communication is set to Contractor to communicate via other means, the communication is in Awaiting Agreement from Recipient, Agreed or Approved state.

Add commitment changes to line items

Users with the following contract roles can add commitment change values to a communication:

• Contract Owner

• Contract Administrator

• Company Representative

The communication must be in a Draft state to add commitment changes to contract line items.

To add a commitment change to a contract line item:

1. On the Communication Details page, click the Change tab.

2. Click Add Change.

   The Add Change to Line Item dialog box is displayed.

3. In the Line Item box, start to type the Line Item Code, Supplementary Code, Breakdown Item Code or Title of the line item you want to propose a change to.

   Line items which match your text are displayed.

4. Click the line item you want to propose a change to.

5. Enter the following required information:

   • Unit Rate line items: Proposed Quantity Change

   • Progressive Payment, Milestone Payment, Lump Sum and Reimbursable line items: Proposed Commitment Change (in the line item currency)

     The Revised Commitment value is automatically updated.

6. If you selected a line item which records progress in one or more Discrete Pro Rata progress measures, you can also propose changes to the budgets of the progress measures.

   Click the Change field for the progress measure and enter the value of the change. The Revised value is automatically updated.

   Warning If you enter a value which means that the revised budget will be lower than the progress already consumed, the field is shown in red and you cannot move away from the field until you correct the value.

7. Click Save and Continue to add the proposed change and clear the fields so you can add another one.

   Alternatively, click Save and Close to add the proposed change and close the window.

   Warning If you try to add a commitment change to a line item which has already been added to the communication, an error message is displayed. Edit the commitment change instead - see Editing Commitment Changes to Line Items below.

   The commitment change to the line item is displayed on the Change tab.

See Commitment change values for information about adding single commitment change values.

View commitment changes to line items

Users with the following contract roles can view commitment change values for a communication:

• Contract Owner

• Contract Administrator

• Company Representative

• Contract Budget Holder

• Contract Auditor

The commitment changes to line items are displayed on the Change tab. The total Financial Impact of the communication is also displayed on the Communication Details page.

The line items are grouped by breakdown item (if relevant), and any progress measures which have proposed budget changes are shown beneath their parent line item.

On this page, you can:

• Expand and collapse the grouping rows for breakdown items and line items.

• Filter the items by typing part of one of the following:

  • Breakdown item code or title

  • Line item code, supplementary code, name or control account code

  • Progress measure title

    Click the button to expand the search box, and type the search text.

• Move through the pages of displayed items, and change the number of items displayed per page, by clicking the paging buttons.

• Export a list of proposed changes by clicking the Export button.

The breakdown item reference and name, if relevant, are shown in the breakdown item row.

See Commitment change values for information about viewing single commitment change values.

View details of commitment changes to line items

Users with the following contract roles can view the details of commitment changes to line items on the Change tab:

• Contract Owner

• Contract Administrator

• Company Representative

• Contract Budget Holder

• Contract Auditor

To view the details of a commitment change, click its row on the Change tab. The View Change to Line Item dialog box is displayed.

If the line item records progress in one or more Discrete Pro Rata progress measures, proposed changes to the budgets of the progress measures are also shown.

Edit commitment changes to line items

Users with the following contract roles can edit commitment change values:

• Contract Owner

• Contract Administrator

• Company Representative

You can only edit commitment change values for a communication if the communication is in an editable state - see Edit the core details of a communication for detailed information.

To edit a commitment change to a line item:

8. Click its row on the Change tab. The View Change to Line Item dialog box is displayed.

9. Click the Edit button. The dialog box is refreshed as the Edit Change to Line Item dialog box.

10. Edit the following required information:

    • Unit Rate line items: Proposed Quantity Change

    • Progressive Payment, Milestone Payment, Lump Sum and Reimbursable line items: Proposed Commitment Change (in the line item currency)

    The Revised Commitment value is automatically updated.

11. If you selected a line item which records progress in one or more Discrete Pro Rata progress measures, you can also propose changes to the budgets of the progress measures.

    Click the Change field for the progress measure and enter or edit the value of the change. The Revised value is automatically updated.

    Warning If you enter a value which means that the revised budget will be lower than the progress already consumed, the field is shown in red and you cannot move away from the field until you correct the value.

12. Click Save.

    The updated change is displayed on the Change tab.

See Commitment change values for information about editing single commitment change values.

Remove commitment changes to line items

Users with the following contract roles can remove commitment change values:

• Contract Owner

• Contract Administrator

• Company Representative

You can only remove commitment change values from a communication if the communication is in an editable state - see Edit the core details of a communication for detailed information.

You cannot remove a budget change for a progress measure independently but must remove all changes that apply to the line item.

To remove a commitment change value recorded for a line item from a communication:

13. Click its row on the Change tab. The View Change to Line Item dialog box is displayed.

14. Click the Delete button.

    A confirmation message is displayed.

15. Click OK.

    The commitment change value is removed from the communication.

See Commitment change values for information about removing single commitment change values.

Commitment Change Value commercial audit log

If the communication has a single commitment change value, any changes made to it are recorded in the commercial audit log for the communication (see Communication commercial audit log).

Individual commercial audit logs for commitment change values are only available if they are recorded against line items.

To view the commercial audit log for a commitment change value, which contains a history of changes:

16. Click its row on the Change tab. The View Change to Line Item dialog box is displayed.

17. Click the View History button.

    The Commitment Change History pop-up opens, on which you can see all the logged changes to the commitment change value.

These include:

• When the commitment change value was added to the communication, and the values of its fields.

• Changes that were made to the value of the commitment change value's fields.

  Note Changes to the values of the line item commitment change and progress measure budget changes are recorded in separate entries in the audit log.