Variations

Overview

Variations are used for job or build changes with or without price adjustments. They can be allocated to existing Cost Centre budgets or created as new Cost Centre budget for tracking its costs against in Cost Control. Also, variation payment claims can be separated and allocated to multiple claim stages in Progress Payments.

Variations can be raised for both a client or sub-contractor, previewed, saved to PDF, and auto-filed chronologically for easy tracking.

Variations will only show in Cost Control and or Progress Payments after they have been marked () Approved.

See Toolbar and Related Features below to learn how Variations work and interact with other features in SoloAssist.

Toolbar

Save

This will save all changes to current job open.

New Variation

Opens a new client or sub-contractor Variation for entering its items, costs and setting up its payment claims. It can then be previewed, printed or saved to PDF.

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Delete Variation

Deletes the selected Variation. Once deleted, it cannot be undone.

Print Variation

Enables the selected Variation to be previewed, printed or saved to PDF.

Progress Summary

Is used for Lump Sum (% complete monthly, fortnightly, weekly) or Cost Plus claim methods. It works in conjunction with the Cost Centres % complete and expense invoices in Cost Control.

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Plans

This opens the Plans on-screen takeoff measuring tool. It enables you to add job plans, calibrate plans to scale, measure quantities, and send them directly into your quote. Your quantities can be sent simultaneously to multiple items in the Cost Schedule, Timber List, or Job Specifications. We recommend to setup with duel 27“+ screens to optimise the visual plans space to measure, and increase your quoting efficiency.

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Variations Settings

Allows you to customise the Variations terms & conditions for both a client and sub-contractor. This will show on the Variation print report with its details.

Help Centre

Opens the SoloAssist Help Centre to the topic you are currently in. Learn more faster!

How do I...

Setup for a new Variation?

If you require all the SoloAssist features to calculate the price of the new Variation. e.g. Price List, Cost Schedule, Timber List, Job Specifications. Then it's best to copy the active job file, then clear it's views. For this process, follow the steps below to setup for the new Variation.

Step 1
Open the job your wanting to make the new Variation to. Go to Home menu, and select Save As.

Ensure you save the new name with the same job name but add the Variation abbreviation code after it. SoloAssist uses these codes by default, so make sure they match. e.g: 173 Grange Rd - VO1

VO1 = Variation Order #1

The new file name should now be showing at the top middle of your screen in SoloAssist.

Step 2
Go to Home menu, select Clear Views.
Step 3
In Clear Views, select Job Details and Plans as Do Not Clear. Then press Apply.

The quote template has now been cleared ready for you to quote the new job Variation. Once you have completed the new Variation price. Then add its Total to the original active job in a new Variation. Quoting a Variation this way, allows you to print to PDF and send a Variation quotation to your client. Same as the original quote process.

Add a new Variation?

Step 1
Make sure the Contract Total is Locked. Double-click on the padlock to Lock it.
Step 2
Select () New Variation to open the new Variation set up.
Step 3
Then add a brief name for the Variation and select who the Variation is applied to e.g. Client or Sub-Contractor. Select if the Variation is being billed to the Client or not and if you're using a Lump Sum or Cost Plus claim method contract. Then select the Date Issued, for when you will be presenting the Variation documentation to the Client.
Step 4
Select () Add Item, note the Item Description will auto-fill with the Variation name ready for you to enter the rest of the items details of the Variation. You can use the Cost Calculator to help work out the item cost and it also doubles as a history log to show what contributed to its cost. Then Allocate the Cost Centre budget in Cost Control you want to track its costing. Select the Extension of time (EOT) to the contract is needed to complete this item and adjust the Profit Markup as required. Then click OK.

Step 5 is used for Client Variations only.

Step 5
Select the Payment Claim (tab) then select () Add Payment Claim. Select a Payment Name reference, then allocate it to a Claim Stage in Progress Payments, then select the percentage (%) you want to claim in that payment stage. You can split up the variation claim payment into multiple claim stages as required. Then click OK.
Step 6
Once the Client has signed and approved the Variation documentation, then click on the red cross () to approve the Variation which will then show a tick (). This will then set up the Variation in Cost Control and Progress Payments for tracking its costs and running the job.

Print and email a Variation?

When printing reports from SoloAssist, select the Microsoft Print to PDF printer option, then select Preview. After checking over the document in Preview, select Print and you will be prompted to save the file to PDF. Then you can attach the PDF file to email.

Digitally sign documents

If you have a touch-screen device with a digital pen, you can digitally sign any PDF documentation saved from SoloAssist.

1
If using the Microsoft Edge browser to view PDF's and have OneNote installed, then select OneNote from the top right-hand corner of the Edge internet browser to digitally sign a PDF document.
2
If using Adobe Reader DC (Free) or better to view PDF's, you can apply a digital signature or initials using the Fill & Sign feature.
Check out the latest Microsoft Surface Go devices with a digital pen for signing documentation onscreen.

Show me a Microsoft Surface Go

If you require assistance, please contact your local IT technician.

Use an existing quote to price a different section of the job.

This is for quoting a large job variation by utilising a copy of the original existing job. This will retain your job details and plans added. It will clear your job template data entries to start quoting again from a $0.00 contract total. Then you can either run your job through this new job, or you can add its contract total into your original existing job as a variation.

Step 1
Open the quote file you're wanting to use. Ensure you have saved your latest changes before proceeding.
Step 2
Go to SoloAssist Home menu and select Save As. This will prompt you to save the quote file as a duplicate. Make sure you change the end of the quote file name to e.g. v2, v3 before saving it. Then press Save. After it has saved, check that the quote file name centred at the top of the SoloAssist screen has change to the new quote file name. Both quote files should now be saved together into the same job folder.
Step 3
Go to your SoloAssist Home menu, and select Clear Views.
Step 4
In Clear Views, all the SoloAssist views should be default set to Do Not Clear. Change the following to Clear Data Entries, Cost Schedule, Timber List, Job Specifications, Cost Control, Employee Labour, Purchase Orders, Variations, and Progress Payments. Then press Apply.
Step 5
The Contract Total in the top right-hand corner of the job/quote template should now show as $0.00. If so, then press Save. Then start quoting the new section of the job.

Claim Methods

Variation - Fixed Price in Payment Stages (Standard)

When raising a Fixed Price Variation you will need to follow the steps below.

Step 1
In the Variation, select Bill to Client and leave Use Lump Sum / Cost Plus Claim Method de-selected.
Step 2
In the Variation, select Add Item then fill-in the Item Description. Then use the Cost Calculator to enter the Item components, QTY (Quantity) and Cost. Then allocate which Cost Centre in Cost Control you would like the budget to be tracked against. Then select the contract Extension of Time for the Variation to be completed and adjust the Profit Markup % to suit your overall business allowance. Then click OK.
Step 3
In the Variation, select the Payment Claims tab and allocate the Variation payment claims to the Progress Payment stages required.
Step 4
In Variations, Preview the Variation, Save as PDF, then email the Variation with your signature field signed to the client. To digitally sign a Variation, see our Frequently Asked Questions page on how to Digitally sign documentation.
Step 5
In the Variation, after it has been mark Approved (), it will then allocate the Variation cost/s to the Cost Centre Budgets in Cost Control and add its payment claims into the Progress Payment claim stages.

Then go to Progress Payments and add a new Sales Invoice against the Payment Stage of the Variation and make sure it is marked included ().

Step 6
In Progress Payments, raise a new Sales Invoice in the Payment Stage of the Variation and mark the Variation included ().

Preview the Sales Invoice, Save as PDF, then email the Sales Invoice with the signed Variation to the client.

Variation - Lump Sum (% Complete)

When using a Lump Sum claim method, the Variation will be claimed from the % complete entered against the Variations Cost Centre in Cost Control.

Make sure when using this claim method, not to allocate payment claims to the Progress Payments claim stages. Otherwise, you will be double claiming the Variation.

Option 1
If you want to claim a Variations as a (% Complete). Then you need to select both Bill to Client and Lump Sum / Cost Plus Claim Methods. This will make the Payment Claims tab disappear, as it should not be used with this Claim Method. This Variation will then claimed from entering in a percentage to your Variation Cost Centre.
Option 2
If you want to claim a Variation not as a % Complete, but as a fixed price or divided fixed prices. Then you need to select Bill To Client and not select Lump Sum / Cost Plus Claim Methods. THen you will need to allocate the Variation fixed price payments in the Payment Claims tab. When using a Lump Sum % Complete contract. You will need to leave your Variations 'Unallocated to Claim Groups' in the Progress Summary. As the Variation will be claimed in your Payment Stages as fixed amounts.

Variation - Cost Plus

Cost Plus - Variations in a Cost Plus Contract

Step 1
Cost Plus Variations that need to be billed to the client need to be selected 'Bill to Client' and 'Use Lump Sum / Cost Plus Claim Method'. Then the Variation will show in Cost Control allocated to the allocated Cost Centre to enter its expense invoice against.
Step 2
Open the Progress Summary, select the Cost Plus Claim Method.
Step 3
In the Progress Summary allocate any Unallocated Variations to the required Claim Groups. If you can't find the Claim Group you're looking for, then add a new Claim Group.
Step 4
Preview the Progress Summary report. The Claim Amount Payable from the Progress Summary report will need to be manually entered into the next Progress Payment Stage Claim Amount field.
Step 5
In Progress Payments, raise a new Sales Invoice for the Payment Stage. Preview the Sales Invoice, Save as PDF, then email the Sales Invoice with the signed Variation and Progress Summary report to the client.

Fixed Price - Variations in a Cost Plus Contract

Step 1
In the Variation, select Bill to Client and leave Use Lump Sum / Cost Plus Claim Method de-selected. This then allows you to setup and allocate the Variation Payment Claims to payment stages in Progress Payments. Typically this is the default claim method for using a Fixed Price standard payment stage contract.
Step 2
In the Variation, select the Payment Claims tab and allocate the Variation payment claims to the Progress Payments claim stages.
Step 3
In the Progress Summary, make sure you leave the Variations Unallocated to Claim Groups, otherwise you will be double claiming them. This will only be applicable if you are using the Progress Summary Lump Sum or Cost Plus claim method reports to calculate the Amount Payable for a payment stage.
Step 4
In Progress Payments, manually enter the Progress Summary report Amount Payable into the next Payment Stage Claim Amount field.
Step 5
In Progress Payments, raise a new Sales Invoice for the Payment Stage. Preview the Sales Invoice, Save as PDF, then email the Sales Invoice with the signed Variation to the client.

Troubleshooting

Variations - Approved / Unapproved?

() Unapproved Variations will not show in Cost Control or Progress Payments until marked () Approved.