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Processing Tickets & Sending Change Order Requests

Manage extra work in progress that is being tracked on T&M tickets. Learn the different stages the tickets

Table of Contents

 

Field Work in Progress display

When you are on the Field Work in Progress tab you view a lot of information at-a-glance:

  • Project Name/Number and GC
  • Ticket number, description, categories and reference numbers, as applicable
  • PlanGrid connection, if applicable
  • The project team members (if you hover over the # you can view team members)
  • Labor hours currently being tracked
  • The step the ticket is in - more on that below
  • The group the ticket is attached to, if applicable
  • The dates the ticket was created, last updated, and days active
  • A ROM amount, if entered
  • An Amount based on current hours and materials being tracked 

 

Ticket Steps

  • You can view what step the ticket is in from the Field Work in Progress dashboard.  

ticket steps

 

  • You can expand the view by clicking the red arrows to show how many days each ticket has been in a particular step

  • The various steps are as follows

Entry The extra work is currently underway the foreman is logging labor and materials
Pending Signature The extra work has been completed and has been sent electronically to the GC for signature.  The office can resend the electronic signature request as needed. 
Pricing The extra work has been completed and the GC has signed the ticket and is ready to be priced.
Waiting for Approval The extra work has been priced and is ready to be issued on a Change Order Request
GC rework When the GC rejects a request for change order and needs some changes to the pricing, it will move into this step (this applies if the GC is also using the platform)

 

 

View Ticket Details

     
  • To open any ticket, click on the green button indicating which step it is in

  • Information - This is where the foreman's description and optional categories are displayed. The PM can edit and update as needed.  Any changes made on the office end will be sync to the foreman's mobile device.
  • If a ROM was given for the work, you can enter it here.  

Ticket Information

Additional ticket details are displayed in the ticket information. 

  • Indicate if the work is ongoing and there will be additional tickets
  • Indicate if the work is for Premium Time, this will calculate the labor at the premium time rate
  • Add a task code for tracking purposes if desired.  You can include the task code when exporting reports.  

    Premium Time is the different between overtime and straight time.  If the field is performing contract work and the GC has agreed to pick up the overtime (or you are tracking the overtime on a "tracking only" ticket), the PM can use this setting to bill for the difference.  You can set the Premium Time rate at the company level or at the project level.

       

      PlanGrid Connection

      • If you have connected the project to your PlanGrid project, you can link to the ticket to a PlanGrid task.

      • If the ticket is already linked to a PlanGrid task, you can view the task details within the ticket.  Any changes made to the task in PlanGrid will sync to the project & ticket. 

      • Read more about connecting to PlanGrid here.

      Photos and Backup

      • Photos added in the field will be visible within the ticket, and photos can be added form the office end (Choose file and Apply to upload photos).  
      • A PDF of the ticket can be viewed and will refresh each time changes are made.  Click Regenerate to force the PDF to refresh.
      • If the ticket is linked to a PlanGrid task, photos from PlanGrid tasks will be visible here
      • Use the checkboxes to indicate if you would like the document added to the email and/or Change Order Request letter, or shared with the GC if the GC is using the platform also

       

      Add Labor & Materials to a Ticket in Entry

      • The PM can view the labor and materials added to the ticket in the field, and add or edit labor and materials as needed. 
      • Use the green + to add labor

      add labor

      • Select the person's trade and class 
      • Select their name from the dropdown list, or key it in manually 
      • Set the week-ending date
      • Enter the hours per day and rate
      • Click Apply and continue adding labor needed before Saving changes

      The rates billed are tied to the trade and class selected and not the employee's name.

      Review adding employees here.

      Review adding company default labor rates here.

      Review adding project specific labor rates here.

       

      To add material to a ticket in Entry, toggle to the material button and use the green +


      add material

      • Select material from the dropdown list or key it in  manually
      • Adjust quanitities, units and details as needed
      • Click Apply and continue adding materials as needed, Save changes

      Review uploading a default material list for the company here.

      Review uploading a project specific material list here.

       

      Tickets Pending Signature

      • When a ticket is Pending Signature it is locked and labor and materials cannot be changed

      The PM has the option to:

      • Return To Entry Step so the foreman or PM can continue adding time and materials
      • Send to the GC for Electronic Signature 
      • Move To Pricing if a signature is not needed (for example if the GC approved the ticket in writing in an email)

       

       

      Tickets in the Pricing Stage

      • Once a ticket is signed or moved to the Pricing step, the office can review and capture any additional costs related to the extra work using the billing template set up at the company level or at the project level
      • Toggle through the categories left to right and click on the applicable items 

      • As items are marked off, the totals will update in the Sub totals below
      • Take note of any options in the way the items is calculated

      • Review your billing breakdown and either Save your work or Move to Approve

      • If you Move to Approve it will stay in the Field Work in Progress tab until the PM sends the Change Order Request.  

         

        Sending Change Order Requests

        • Tickets in the Waiting for Approval step are priced and ready to be sent as a Change Order Request.  During this step the ticket pricing can be further modified
        • The ticket can be sent Back to Pricing if needed
        • The ticket can be marked No Charge if the GC will not be billed
        • Select Letter at the top of the window to Preview the Change Order Request package and Edit the cover letter if needed
        preview letter

        • Select Request Change Order at the bottom of the window to issue a Change Order Request
        • You will be prompted to select who is copied on the email, and you can customize the email message

         

        Grouping Tickets on a Change Order Request

        Tickets in any step can be grouped and sent in one change Order Request. From the Field Work in Progress dashboard

        • Add Group to start a new group and associate it with a project, or
        • Locate the ticket and Attach to Group - select group from a dropdown or add new group

        group tickets

        • You will be able to view all tickets for that project and check off which to include in the group

        group ticket

        • Once a ticket is attached to a group, the group will be displayed on the dashboard view
        • If you click on the group number, you can view, add, or remove tickets from the group

        All tickets in the group must be in Waiting for Approval stage in order to create the Change Order Request.  





         

        You can select if the Change Order Request shows grouped tickets in a lump sum (Summary) or itemized (Detailed) on the cover letter in the Project settings.

         

         

        General Notes

        You can keep notes for internal reference or to be shared with the GC if they are also on the PeerAssist platform.  This is helpful to document communication with the field or GC while the ticket is in progress.

        notes

        notes detail

         

        Refer back to the article anytime for assistance processing tickets. 

        You can use these links to navigate the page using the links below.