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Why does Prolog Manager state that the new subcontract change order cannot be added because of the date?

Background

Upon attempting to save a new Subcontract Change Order in Prolog Manager, you receive the following message:

The new subcontract change order cannot be added because the date (m/d/yyyy) falls before or within the period of locked Contract Invoices.

This change can only be performed by users with Administrative rights.

<OK>

Prolog Manager Business Rules

This restriction has to do with business rules enforced by Prolog Manager concerning how contract values for a given contract are stored with its contract invoices. When contract invoices are created, they are assigned a cost period which equates to a range of dates (typically a calendar month). A snap-shot of the contract schedule of values as of that cost period is stored as part of the contract invoice. When a new contract invoice is added, all prior contract invoices become locked for this reason. Only the most recently added contract invoice can be edited.

Adding a subcontract change order that would fall within the same cost period where contract invoices have already been recorded would constitute a change to the contract invoices in that cost period because the contract values stored with each invoice for that period would need to be adjusted to reflect the new subcontract change order in that period. Since you may only change the last contract invoice entered, this restricts your entry of subcontract change orders. In other words, the only situation in which you may add a subcontract change order would be where its date either (a) falls within a future cost period (beyond any existing contract invoices) or (b) falls within the cost period of the last recorded contract invoice recorded and there is only one contract invoice in that period.

It is possible that more than one contract invoice was created in the same cost period by Integrator if multiple invoices were entered in Timberline or if changes were made to a contract invoice in Timberline (resulting in Integrator creating an invoice representing the change amount).

Resolution

The recommended solution to this scenario is to delete contract invoices from the contract such that zero (or only one) contract invoice is left remaining in the cost period identified by the date of the subcontract change order that is to be entered. Keep in mind that contract invoices must be deleted starting with the last invoice and working backwards.  Keep in mind that a current period must be specified in Prolog Manager in order to delete contract invoices.  Click here for more information about this.

Once the subcontract change order has been recorded, run Integrator (or let it run at the next scheduled time) and the deleted contract invoices will be recreated. The contract invoices that Integrator recreates will contain the updated contract values that include the new subcontract change order.

Important

Do not future-date your subcontract change order. Electing to do this may result in a different issue later on. That is, Prolog Manager will not allow contract invoices assigned to a given cost period to reference a subcontract change order that is in the future. Timberline data-entry rules will permit this however and so a future-dated change order could result in a scenario where cost has been recorded in Timberline but is being rejected by Prolog Manager because the date of the associated subcontract change order is in the future relative to the invoice.