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Create a change order

What this is for

Add or take away products on an Active contract without rewriting the whole agreement — and bill or credit the difference when you activate it.

Concepts

Change Order is on the contract toolbar (after the contract is no longer Draft). The list heading is the contract name plus Change Order.

The plus is a menu:

  • Add Items — extra products on the contract (Type will show Add Item).
  • Remove Items — reduce what is already on the contract (Remove Item).

New Change Order needs Requesting Person, Sales Person, and Effective Date: Today, Start of period (add) or End of period (remove), or Specific date (then Date). Prorated (Charge or credit partial periods?) splits the current period.

Status starts Draft. Activate Change Order (check icon) makes it Active. Confirms:

  • Add: You are going to create an invoice for this change order. Please confirm
  • Remove: You are going to create a credit note for this change order. Please confirm

Edit Change Order / Delete Change Order (Are you sure you want to delete? This action cannot be undone.) only while Draft. View Change Order and Print Change Order stay after activate.

This is not Schedule a price adjustment (the chart icon on an active contract) and not Cancel or renew a contract.

Before you start

  • An Active contract with lines.
  • You know whether you are adding catalog items or removing existing ones, and whether to prorate.

Steps

  1. Open the contract. Click Change Order.
  2. Click the plus. Choose Add Items or Remove Items.

Add items

  1. On New Change Order, set Requesting Person, Sales Person, Effective Date, and Prorated if you need a partial period.
  2. Click Add Product. Enter Quantity, Product, Unit Price. Frequency follows the contract idea.
  3. Click Save. The row is Draft.
  4. Click Activate Change Order. Confirm the invoice message.

Remove items

  1. Same header fields (Effective Date uses End of period in that dropdown).
  2. On each contract line, set Quantity to take off (cannot exceed what is on the contract).
  3. Save, then Activate Change Order. Confirm the credit-note message.

What happens next

The product creates an invoice (add) or a credit (remove) for that change. Record a payment or apply the credit.

The contract Items list should match the new set.

If something looks wrong

  • No Change Order icon. The contract is still Draft — Activate first.
  • Activate Change Order is missing. Status is already Active.
  • You wanted to stop billing entirely. Use Cancel or renew a contract, not a change order.