C-04-06 Process a Request for Variation on an Order

Who: Contract Administrator
Why: The Supplier cannot progress the Order further in ConSol until a decision is made on the variation.
When: The Supplier has submitted a request for variation of the items on the Order that is at status Work In Progress or Completed Awaiting Claim (e.g. Items that were “at cost” $0.00 are now costed out).
Before you begin
  • This procedure deals with Orders that have already been accepted and moved to Work In Progress by the Supplier. The process is slightly different if the Supplier has not yet accepted the Order but requests variations. See topic Process an Order Refused Unless Variations Agreed for details.
Related topics
  1. On the ConSol menu select Worklist > All.
    The My Worklist Summary appears.
    • NOTE: Other methods to find the required Order include using the Search Order or Find Order functions (see topic Find/View/Modify Order Details) and using the My Work function (see topic My Work Overview & Search).
  2. Scroll down to the Orders section and click Request for Variation.
    NOTE: If there are no Requests for Variation (Count = 0) you will not be able to click the link.
    The list of Requests for Variation appears.
  3. Click the Action button next to the variation request that you want to process.
    The Verify Variation screen appears.
    N1 - In this example the Supplier’s Orders are set up with Events within the Work In Progress stage and the work has progressed to Event 4.
  4. Scroll to the Order Items section of the Variation Request (N2) and check the details of the variation requested by the Supplier.
    • If you wish to see a snapshot of the original Order as it was when the Supplier accepted it (prior to variation requests) you can click the History tab (N3) then click View Order Acceptance snapshot (N4).
    The following describes typical variations requested by the Supplier:
    Example A - An existing item where only the cost has been varied.
    N5 - The original cost is shown in the grey box (0.00) and the variation is shown below the grey box in red text (100.00).
    • NOTE: Unit Rate can only be varied on existing items if the Item Type is 'At Cost' (N6).

    Example B - An existing item where the cost has been varied from 0.00 to 150.00 (N7) and the quantity has been changed to 3.00. The new quantity is shown in red in the Requested Qty column (N8). The original quantity is still shown in the Ordered Qty column (N9)

    Example C - Because this is a new item added to the Order, all the fields are highlighted in pink (N10). The Unit Rate cannot be changed for Fixed priced items added to the Order.
    N11 - Requested Total ($) is the total cost of all variations in this particular request.
    N12 Supplier's Variations - is the total cost of all variations that have been requested and approved on this Order. The value of this request (Requested Total) will only be added to Supplier's Variations once it is approved.
  5. To approve or reject one or more items on the variation request:
    1. EITHER click the Accept checkbox in the heading at the top of the list of items to accept all variations on the order;
    2. OR click the Accept checkbox next to individual items that are being accepted. (If no variations are being accepted, leave all check boxes empty.)
      • NOTE: Only items that have been varied have a checkbox next to them. Items that are the same as on the original Order have no checkbox.
  6. Scroll to the bottom of the Order and fill in the Customer Response to Variation.
    This is a required field if any item variations are not accepted so that the Supplier knows why the variations are being rejected.
  7. Click the Submit button.
    The display returns to the Request for Variation list. The Order you just approved for variation is no longer on the list. This order is now with the Supplier to respond to the approval/rejection of the request for variation.
    • If it is decided that the variations shall be rejected and that no further work should be undertaken by the Supplier on this Order, DO NOT click the Submit button.
      N13 - Instead click the Stop Order button. See topic Stop an Order for more information.
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