Repairs order variation management overview

Once a contractor commences the fulfilment of a works order, it may become apparent that additional tasks are required to complete the job in its entirety, or that the quantities set for the originally allocated tasks are insufficient. In some cases a task that was originally identified may no longer be relevant and can therefore be deleted from the works order, perhaps replaced with a different task. By way of example, a contractor may arrive at a property expecting to replace the front door handle only to be advised by the tenant that the fault lies with the rear door. For more complex repairs, in the case of, say, water leaks, peripheral work may only become apparent once the job unfolds. Any combination of variations can be applied to the works order to reflect these scenarios, ensuring that the completion and invoice records are aligned. Variations to a works order can be identified and processed as a result of the following outcomes:

The receipt of a contractor invoice that differs to the original works order
The notification of completion of a works order by a contractor that differs to the original task list
The receipt of a variation request from a contractor.

Until a contractor is selected to carry out the works order, an order variation is not relevant and the associated repair tasks can be amended or deleted directly within the open order. Once the works order has been issued to the contractor, however, any changes and additions to the tasks can only be applied by processing an order variation. Provided the Financial Status has not been progressed to Fully Invoiced or the Order Status set to Cancelled, a variation can be processed to the original works order. Otherwise, any additional tasks added to the repair request would constitute a new order, issued separately to the contractor. Keeping track of variations to an order is made easy through the Variations tab, where the number and nature of variations are listed, including deleted tasks (where the quantity has been reduced to zero).

System validation rules ensure that the order status is automatically set to Awaiting Authorisation or Awaiting Variation Authorisation where the combined variations result in the order value exceeding the end user's order value or variation limits respectively. Similarly, where the original cumulative cost of all included SOR tasks was below the minimum threshold set for the mapped contract definition, and therefore a default SOR code included in the overall work instruction to offset the difference, its value will be automatically adjusted to take account of the applied variations, or removed completely should the 'minimum order value' be exceeded.

Separate help articles have been created for each key aspect of repairs order variation management, including: