/
Create a Variation from a Contract Line Item(s) in a Budget

Create a Variation from a Contract Line Item(s) in a Budget

You can create variations from the contract line item in a budget. Once issued, variations will be reflected in the budget under in the Unapproved Variations column.

It will remain there until it is approved or rejected.

  • If approved the cost will be reflected in the Approved Variations column. 

  • If it is rejected the cost will be removed from Unapproved variations column.

To Create a Variation

Depending on your project you may have more than one type of variation to choose from.

  1. Go to the budget and select the line item you want to raise a variation for.

  2. On the history of budget item page select the contract.

  3. On the Line item page click on the Contract link.  The contract will open in new window.

image-20250109-055024.png

  1. Click on Create Variation.

image-20250109-055606.png

  1. The variation will open in new window.

image-20250109-055925.png

  1. Give the variation a title and action to relevant person.

  2. Change the status to Pending Approval.

  3. Add line items for the Variation by typing in a description and entering Cost Rate and Quantity.

  4. (Optional) You can indent rows to create Line items and totals.

  5. (Optional) Attach any supporting documentation if required.

  6. Click Submit.

Create Variations and Link to Different Budget Lines

Create variations and link them to different budget line items.  This needs to be configured by your Administrator. Refer here for how to set up.

image-20250109-061620.png

When set up, the variation will display an extra column "Linked Budget Line" which allows you to select a budget line item from a drop down.

Then when using the allocate to budget utility, it will default based on these selected lines.

  • Column only shows for CA Project Admins and / or users from the Authors company.

  • Variation Lines can only be linked to lines from the same budget.

  • You can link at either the heading row and / or the child row.

  • Linking at the heading row will include all child rows even if they aren't linked to a line item themselves.

  • Once variation is approved, it will pre-populate the allocate HCV by percentage utility.

image-20250109-061849.png

This is also supported through the excel import.