Expense Change Requests

To create a new change request, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the Expenses > Contracts app (Apps > Cost Management > Expenses > Change Requests).

3. Click New in the action bar.

   

4. Complete the following fields as appropriate:

   Note Depending on how this app is configured for your domain, there may be fields or sections listed here that do not appear for you, fields and sections that appear for you which are not listed here, or fields and sections which appear in a different order. If you have any questions, check with your domain administrator.

   Field	Description
   Details
   Contract	Select the appropriate expense contract.
   Number	Allow Kahua to auto-number the record, or enter a different value. Note The number format can be configured by your domain administrator. Refer to Number.
   Date	Select the appropriate date. Enter the value manually or click on the Date selector icon to open the calendar.
   Description	Enter a brief description.
   Type	Select the change request type. Note This lookup list is managed in the Configuration app. Refer to Lookups.
   CC / Notification	Select one or more contacts to be included in the CC / Notification.
   View Template	If appropriate, select a portable view template other than the default here. Note For more information on portable views, refer to Portable Views.
   Scope
   Extension (days)	Enter the number of days associated with this change request.
   Scope of Work	Enter the scope of work.
   Notes	Enter any additional notes as desired.
   Dates & Workflow
   If using the available workflow options, date fields will auto-populate as the contract moves through the workflow. Remaining fields can be completed manually. Refer to Submitting into Workflow
   Items
   Currency	This is the default currency selected for the project. Note Currency for a project is managed on the Currency tab in the Configuration app. Refer to Currency.
   Status	The status updates automatically.
   Entry Type	Select the appropriate value: Unit Price Total Value Unit Price Calculated Lump Sum
   Items Grid
   Click Insert to insert the selected number of lines on the grid. For more information on working with grids, refer to Item grids.
   Number	This field auto-populates and is read only.
   Activity Code	Select an activity code.
   Cost Item Type	Select the appropriate cost item type, Materials or Services.
   Description	Enter a description of the item. Note If Default Description to Activity Code Description is selected in Configuration, the activity code description will be applied by default but can be edited.
   Entry Type	This value defaults to the selection made above. Modify if appropriate
   Tax Rate	This field auto-populates and is read only. Note This field displays when the Separate Line Item Tax Type is selected.
   Is Manual	Check if appropriate. Note This field displays when the Separate Line Item Tax Type is selected.
   Taxable	Check if appropriate. Note This field displays when the Separate Line Item Tax Type is selected.
   Status	This field will auto-populate.
   Total	This field will auto-populate once an activity code is selected. Modify if appropriate.
   Items Grid Detail
   Additional fields are available for individual line items. From the Items grid, click on the Details icon on a line item. From the detail view, click on the View Details icon . For more information on working with grids, refer to Item grids.
   Suppress Auto Creating SOV Items	Select this option to prevent auto creation of SOV items.
   Schedule Start Date / Schedule End Date / Actual Started On / Actual Completed On	Enter date values as appropriate.
   Scope of Work / Notes / Comments	Enter as appropriate. Note Comments are threaded. The author's name and date and time posted populates automatically when the record is saved.
   References	Upload any relevant files or documents. For more information on using this section, refer to References section.
   Reviewers
   Reviewer information appears here. Note To use the review workflow, the Use Review Workflow setting must be enabled on the Settings tab in configuration and the approval must be configured in Configuration > Approvals. Refer to Approval configuration.
   Signatures
   Signature information appears here. Note To use the signature workflow, the Use Signature Workflow setting must be enabled on the Settings tab in configuration and the approval must be configured in Configuration > Approvals. Refer to Approval configuration.
   Comments
   New Comment	Enter a comment as desired. Note Comments are threaded. The author's name and date and time posted populates automatically when the record is saved.
   References
   Upload or select any relevant files or documents. You can use drag and drop to add a file to this section. For more information on using this section, refer to References section.

5. Click Save when you are done.

6. Once the change request is saved you can complete the following actions:

   Note These options are dependent on your project's configuration and some may not appear for you. For more information on your workflow options, refer to Submitting into Workflow.

   • Void

   • Submit for Review

   • Submit for Signature

   • Set to...

     • Projected

   • Pending

   • Approved

   • Approved & Lock

You can use the Process function to copy information from the change request to a change order in the Expense > Change Orders application.

To copy information from the change request into a change order, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the Expenses > Change Requests app (Apps > Cost Management > Expenses > Change Requests).

3. In the log view, right-click on an item and select Process, or open the detail view and select Process from the action bar.

4. In the Target Application field, select "Expense Change Orders".

   

5. Select one of the following options:

   • Create New - Select this option to create a new change order.

   • Add to Existing - Select this option to add this change request to an existing change order. Select the appropriate change order from the dropdown list.

6. If desired select or clear the following options to include in References:

   • PDF of Initiating document (current state) on the Destination document

   • PDF of Destination document (current state) on the Initiating document

7. Select which refereces to include. By default, all reference files are included. Clear the check boxes for any files you do not want to include.

8. Select Start Processing.

9. The Expense Change Orders app opens to a new record with the information from the change request. Complete any additional fields as desired and click Save.

You can generate a report from a selected log view, or use one of the built-in reports available by default in each application. For more information on creating your own reports, including how to set up scheduled reports, refer to Creating ad hoc reports.

Note For information on modifying the logo that appears on reports in your project, refer to Managing report logos.

To generate a report from a log view with up to 10,000 records, click the More icon and select Print. If your log view contains more than 10,000 records, the Print option will be disabled and you can select to download the records to a CSV file instead.

To generate an application report, complete the following steps:

1. Navigate to the application.

2. Select Reports in the application title bar.

   

3. Select the report you want to run.

4. Apply any desired filters.

5. Select View or Download as appropriate. For more information, refer to Viewing Reports.

   

6. Click the Close icon when you are done.

From the detail view of a record, there are several standard actions you can take. Depending on your permissions, some or all of the following options may be available to you:

• View and View w/References - Select View or View w/References to open a PDF view of the current record. The PDF file can be printed or shared from the viewer by clicking on the Open PDF icon .

  

  Note Only references where the Include on Send value is set to "Yes" are included in the View w/References.
  Additionally, if Include Markup on Send is set to "Yes", any markups on the file are included.

• Discussions - Select this icon to open the Discussions panel. If enabled in your domain, the discussions feature allows you to participate in public or private conversations associated with specific records. For more information, refer to Discussions.

• View History - Select this icon to open the History page for the record. The history page provides details regarding all activity (creation, edits, saves, etc.) performed on the record. Click view edit to drill down into more detail on a specific action. Click hide edit to close the action detail. Click the Close icon to close the history page.

• Send actions - Click this icon to select an appropriate Send action for the record. The following options may be available to you:

  • Copy Link and Copy Portable View Link - Select this option to copy a URL link for the record or record's portable view to your clipboard. This link can be sent outside of Kahua. Users with the appropriate permissions will be able to open Kahua directly to that record or portable view by using the link.

  • Copy QR Code and Copy Portable View QR Code - Select this option to generate a QR code for the currently open record or record's portable view. The QR code can be shared directly from your screen, or copied to your clipboard to be shared as appropriate. This QR code can be shared outside of Kahua. Users with the appropriate permissions will be able to open Kahua directly to that record or portable view by using the link.

  • Send - Select this option to open a new Kahua message with the open record included as an attachment. References with the Include on Send value set to "Yes" are also included. For more information, refer to Messages app.

• Delete - Select this option to delete the open record. You must agree to the confirmation message before the record is deleted.

  Alternatively, right-click on the record in the log view and select Delete, or select multiple records from the log view and select Delete.

  Note If a record is deleted in error, your domain administrator may be able to recover it through the Recycle Bin app. For more information, refer to Using the Recycle Bin.

• Open in a new window - Select this option to open the current record as read-only in a new window (desktop host) or browser tab (web host). This allows you to navigate to other records in the original Kahua instance while keeping the read-only window or tab open for reference. To re-open the record on the read-only window or tab in Kahua, select Open in the header.

  

• Maximize and Minimize - Select Maximize to open the record to a full screen view. From the full screen view, select Minimize to return to the original view.

• Close - Select the close icon to close the currently open item.

Your domain administrator or another user with the appropriate permissions can configure the app in the Configuration application.

Important When working in the Configuration app, it is important to review the header and ensure that you are working at the correct level in the hierarchy, either the root domain or at a partition or project level.

Settings that you establish at the root domain or lower levels will inherit down the hierarchy until they are overridden. For more information on the hierarchical structure of Kahua, refer to Understanding the hierarchical structure of Kahua.

The Configuration app can be accessed directly through the apps list (Apps > Administration > Configuration), or, in some applications, by right-clicking on an application in the launch bar and selecting Configure. When you select Configure for an app from the launch bar, the detail view of the configuration page for that application opens automatically.

For general information about the Configuration app, including how to set up an approval workflow, refer to Configuration app.

For general information on configuring this app in Configuration, refer to Application configuration.

The following items are specific to this application:

Available application roles

Application roles determine which actions users can perform in the app. Roles are assigned to groups in the Groups app > Permissions tab. Members of the group then have the permissions associated with the roles assigned to the group.

The following roles are available for this application:

Role	Details
Administrator	Full administration, including add, configure, create lists, edit, import, export, share, view, send, process, remove, and edit view templates.
Contributor	Can add, edit, open, view, send, and process records.
Moderator	Can add, edit, import, export, remove, share, open, view, send, and process records.
Observer	Can open, view, send, and process records.
Referencer	View-only access to records.
TemplateEditor	Can edit view templates.

Note To manage these permissions, open the Groups app and assign the appropriate application role to the group. Only users with the appropriate permissions can manage application roles. For more information, refer to Managing Permissions.