A PSA for RFP Companies: Don’t Use Non-Billable Change Orders

For those of you who do RFP billing, we strongly recommend that you don’t use the non-billable change order option in iPoint. “Why?”, you ask. Because doing so will make your delivery invoices not match your RFPs—which may cause unnecessary accounting headaches. Fortunately, it’s easy to create zero-balance change orders without using the non-billable change order option.

How to Create a Zero-Balance Change Order Without Using the Non-Billable Change Order Option

First, you’ll want to go into the settings and turn off the non-billable change order option:

  1. Go to the Settings > Module Settings > Proposals tab
  2. Untick the Allow Non-Billable Change Orders checkbox
Add an Adjustment Item with the Appropriate Unit Price

Add an Adjustment Item with the Appropriate Unit Price

Next, you’ll want to go in and create your change order.

    1. In the Sales Order module, open the Change Order tab
    2. Click the New Change Order button
    3. Name your change order
    4. In the Product Designer, remove the unneeded product (or add any new product)
Adjustment Item Zeroing Out the Amount From the Removed Product

Adjustment Item Zeroing Out the Amount From the Removed Product

    1. In order to zero out the removed/added product, you’ll need to make an overage or underage adjustment
      1. We went into the Items module and created an item called “Adjustment” specifically for this purpose
      2. You’ll want to make sure you give your adjustment item an Inventory Type of “Non-Inventory”
    2. In the Add Products popup window, select your adjustment item
Change Order is Approved and Cost is $0.00

Change Order is Approved and Cost is $0.00

  1. Input the Unit Price, the amount you’re offsetting for the removed or added item
    1. In our example, we removed an unneeded power cord that costs $29.95, so we added an adjustment item that costs $29.95 to zero out the amount that would have been credited to the customer’s account in a billed change order
  2. Click Go to Details to return to the Change Order tab
  3. Approve the change order by selecting “Approved” in the Status dropdown list
  4. At the bottom of the section for this change order, you can verify that the Change Order Total and Change Order Cost are “$0.00”
By |2018-10-22T17:56:44+00:00June 20th, 2018|Blog, News, Tips & Tricks|Comments Off on A PSA for RFP Companies: Don’t Use Non-Billable Change Orders