1. Change Orders Just Got a Whole Lot Easier
Client Webinar Series
Time to Reach New Heights
Change Orders Just Got a Whole Lot Easier
Nov 12, 2015

2. How to Session on using Excel for Change Orders
Agenda
How to Session on using Excel for Change Orders
READY
Excel worksheet compatible with Spitfire Budget Import
SET
Rules:
VXLConfig rules
BudgetConfig rule
Templates:
Budget Import Map
Change Order Budget Items Import workbook (Excel) GO

3. Ready The Change Order Import works at the Change Item (CI) level
CI Import
Combines two existing Spitfire features:
Budget Import
Via Excel Item Import
And then adds:
Auto upload
Ability to auto create Vendor Commitments or Vendor Change Order
CI Excel Import Sheet
Imports to Budget Entry screen on the CI tab on Document
Can be entered into the Template Library
Add/Edit Items by using the Excel worksheet
Excel Worksheet requires a SpitfireImportData sheet that matches a Budget Import map

4. Ready: Decide on Subcontract Import
Your Import line items use your Account Categories
Decide how the CI Import will handle the rows for your Subcontract Account Category
Option 1: Continue to use the Change Order’s Budget Entries ability to create new Commitments or CCO’s (default) Subcontract Account Category rows will be imported as Commitment or CCO Cost Types
Option 2: Import Subcontract Line Items as Self Perform Cost Types

5. SET: Setup VXLConfig Rule
ForwardLookingRows
Specifies (in the result value) the number of consecutive blank rows that can be found in an import worksheet without stopping the import.  Default is 399.
ImportCIRevenueSummary
Specifies (in the result value) whether the Change Items importing revenue should combine all revenue lines into a single revenue line at the end of the import.  This rule is not filtered.
unchecked = No.
checked = Yes (default).
ImportCIRunAllocations
Specifies (in the result value) whether the CI Budget Entries’ Run Allocations feature should be enabled for Change Items that are loaded via import from a worksheet.  This rule is not filtered.
0 = No (default). Disable the Run Allocations menu choice.
1 = Yes. Enable the Run Allocations menu choice.
Always = Automatically run allocations immediately after the import of Change Items.
 ImportCIViaCommitment:AccountCategory
Specifies (in the result value) whether the Change Items imported with the specified Account Category should create commitment-related tasks as follows: a CCO if a single existing Commitment exists for the cost code, otherwise, a new Commitment.  By default,  the account category specified by WBAConfig | Subcontract is handled automatically without this rule.  This rule is not filtered.
unchecked = No (default).  The imported line will be “Self Perform.”
checked = Yes.
 UseWBAConfigSubcontract
Specifies (in the result value) whether the Account Category specified in the WBAConfig | Subcontract rule will be automatically treated as being “Via Commitment” during the Change Items import.  This rule is not filtered.
unchecked = No.  See ImportViaCommitment (above)
checked = Yes (default), thus no ImportViaCommitment:subcontract rule is required for this one account category.

6. SET: VXLConfig Rule Example 1
Example of VXLConfig on my Demo Site
Customer Change Order
Customer Proposed CO

7. SET: VXLConfig Rule Example 2
Example of VXLConfig that will import Subcontract Account Category as Line Items vs. Creating Vendor CO or Vendor Commitment
Set your Subcontract Account Category in WBAConfig rule group

8. SET: Setup BudgetConfig
COCCOLineTarget
[V4.6+] Specifies (in the result value) the Commitment line number that a CCO should link to, when the CCO is generated by a Change Order.  
0 = add new lines (default)
0001 = use line 0001 of the Commitment
000n = use the nth line of the Commitment. If the nth line is not found, the next sequential line will be added.
Note: Earlier Versions of Spitfire, added a new line when to the Commitment when the CCO was created from the Change Order. In Spitfire 4.6, you now have a choice.

9. GO Import your Change Order
On a Change Order doc (or Proposed Change Order)
Add a Change Item
Attach your CI Import Sheet Or
Attach your CI Import Template, add your edits, close and save
On the Attachment tab, use the Item field to link your CI Import sheet to the Change Item
When prompted to upload template, click Upload
Open the CI Budget Entry tab, notice the CI Import text at the bottom with an “Import” option.

10. Resources
Knowledge Base Articles (KBA) at
KBA-01176: Overview of the BudgetConfig Rules?
KBA-01358: Overview of the WBSConfig Rules
KBA-01606: Overview of the VXLConfig Rules

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