Change Order Import from Spectrum

Index: 

• Objective
• Prerequisites
• Tutorial
• Field Mapping
• Change Order Status & Import Behavior
• FAQ / Misc Notes 

Objective: To have a subcontract change order import into Trimble Pay from your ERP system. 

Prerequisites: 

• AP Subcontract Change Orders must be on a project and associated with an AP Subcontract that has been imported into Trimble Pay.
  • Please reference this article for more information on how to import a project & subcontract into Trimble Pay from Spectrum:
    • Project Import from Spectrum
    • Subcontract Import from Spectrum
• AP Subcontract Change Orders in Spectrum must have a Status = Executed (E in Spectrum) in order to flow into Trimble Pay for the associated AP Subcontract.
  • Once an AP Subcontract Change Order has reached an "Executed" status in Spectrum please allow up to 45 minutes for the data to be processed and for the subcontract change order to automatically show up in Trimble Pay. 

Tutorial: 

Automated Sync: After a project has been imported into Trimble Pay, the integration runs on a 30-minute schedule, continuously checking Spectrum for updates related to the integrated job. 

Once an AP Subcontract Change Order reaches the "Executed" Status in Spectrum it will be automatically pulled into Trimble Pay, and associated with its accompanying AP Subcontract. 

Once the AP Subcontract Change Order is imported several updates will take place in Trimble Pay:

1. The current contract value for the subcontract will update based on the newly imported change order value. 
2. A new accounting line will be created in Trimble Pay but it will be tied back to the proper AP Subcontract Phase Detail in line Spectrum base on how the change order was created in Spectrum (update to existing AP Subcontract Phase Detail line or creating a new AP Subcontract Phase Detail line)
3. A new line item will be added to the subcontractor schedule of values automatically associated with the proper AP Subcontract Phase Detail line from Spectrum. The change order line will now be billable by the subcontractor in Trimble Pay
4. The change order will show up in the change order tab on the contract details screen in Trimble Pay.

Current contract value updates. 

A new line item will be added to the subcontractor schedule of values. 

The change order will show up in the change order tab on the contract details screen

Result: Current contract value updates and a new line item is added to the schedule of values so that the subcontractor can invoice against it. 

Field Mapping: 

Trimble Pay Field Name	Spectrum Field Name	Notes
change_order_description	Description
change_order_number	Amount
change_order_value	Sub_CO

 

Change Order Status & Import Behavior:

Change Order Status Change Event in Spectrum	Result in Trimble Pay
Not Set -> Proposed	Nothing occurs.
Not Set -> Executed	Imported into Trimble Pay automatically
Proposed -> Executed	Trimble Pay checks to see if the CO already exists in Trimble Pay. If not, it is imported automatically.
Proposed -> Rejected	Nothing occurs.
Executed -> Proposed	Already pulled in and billed against: Leave Already pulled in and not billed against: Delete
Executed -> Rejected	Already pulled in and billed against: Leave Already pulled in and not billed against: Delete
Rejected -> Proposed	Nothing occurs.
Rejected --> Executed	Trimble Pay checks to see if the CO already exists in Trimble Pay. If not, it is imported automatically.

 

FAQ / Misc Notes:

• Must relate to a subcontract phase detail line
  • This relationship is established via Phase + Ct + Billing item
  • If the billing item entered against the subcontract CO does not exist, a new subcontract phase detail line will be created with that billing item
  • Every time a subcontract change order is executed and pulled into Trimble Pay, a new accounting line is created. 
    • This may result in more accounting lines existing in Trimble Pay than Spectrum
    • Despite more accounting lines existing in TP, cost will still roll back up to the Phase + Ct combo when pushing back to Spectrum
• Change order amounts don’t show up against the subcontract phase detail line until the subcontract change order is marked as Executed