Head Contract Variation Detail - Screen Guide

Variation Edit Screen

The Variation Edit screen is used to update and manage individual variations within a job. It provides access to variation details, notes, and activity tracking.
Available tabs include: Details, Notes, and Activity Log.
The Variation Edit screen sits within the HC Variations module and is accessed by hitting edit on an existing variation or creating a new variation.

Details Tab

The Details tab is the primary area for managing variation information. This tab is where the financial and scope impact of the variation is defined.

Variation number - System generated number, cannot be edited. If you want to keep the numbering schedule but need to delete a variation, reject it instead or delete the lines inside the variation so you can use the same number again later. I.e. if you're up to variation V006 and you delete V003, the next variation you create will be V007 and you'll be missing V003 forever.
Created Date - Defaults to todays date, can be modified if required.
Client Number - Any reference number you'd like to enter, can be left blank if not applicable.
Specification - Specification use as you see fit, can be inserted into templates.
Site Instruction - Site instruction use as you see fit, can be inserted into templates.
Scope of Work - Scope of work use as you see fit, can be inserted into templates.

Approval Process (If applicable)

If you have approval process set up for HC Variations you will note a green button indicating where the variation is up to in the approval process and who it is assigned to. This will change based on the approval process you set up so can vary from site to site. Operation same as other approval processes.

Details Table

This is where the variation gets its quantities, amounts and job coding.

Manual Insert

Users can enter details into this table manually by:

Hitting the +new button
Making use of the "Add from recently used" menu which displays the a list of previously entered lines
Using existing priced items to insert detail via price list
Copy/pasting lines into the variation via the clipboard - format below. (same format as exporting the variation to excel from the "export to:" menu.

Trade

Part No

Cost code

Reference

Description

Qty

Units

Rate

Extension

Markup %

Gross

Tax code

001-Preliminaries

SUB-SUBCONTRACT

10100-Project Manager

test

1.000

Each

$4,500.00

10.00

$4,950.00

GST (10%)

Create Via Job Budget

Users can create variations from the jobs budget to save data entry, open a trade in your jobs budget, select any lines you want to create a variation from and from the other functions menu either create a positive or negative variation as needed.

Notes Tab

The Notes tab allows users to capture additional information.

Internal comments
Clarifications or instructions
Communication history
Attachments

Notes help maintain context and document key decisions.

Activity Log Tab

The Activity Log tab provides an audit trail of the variation.

Changes made to the variation
User actions
Status updates
Timestamps of all edits

Tips

Complete all Details fields accurately before submitting
To reset amount submitted change all rows back to waiting (?) status
Use Notes to track key decisions and communications
Keep variation status up to date to reflect approval progress
Cross-check values against the Variations Register totals