How to Edit and Delete Variations

This guide shows you how to update existing variations and permanently remove variations when they're no longer needed. You can edit variation details, update contract line items, add new line items, and delete variations from your project.

Access the Update Variation Form

Step 1: Open the Cost Module

• Click Cost in the left-hand navigation

Step 2: Select How to Open the Form

You can open a variation form in two ways:

• From the Overall page: Expand the budget and contract containing the variation, click the Action button next to the variation, and select Edit Variation
• From the Variations tab: Go to the Variations tab in the top navigation, locate the variation in the register, click the Action button beside it, and select Edit Variation

Editing a Variation

Step 1: Update Variation Details

• Make the necessary changes to the variation fields (e.g., title, dates, amounts, status)

Step 2: Update Contract Line Items

• Scroll down to the contract line items section
• Click the chevron icon next to the contract name to expand and view line items
• To vary an existing Contract Line Item, enter or edit the value in the Variation Amount column.
  • If requested and approved amounts differ, enter or edit the requested value in the Preliminary Amount field

Step 3: Add New Line Items Through the Variation

• Under New Line Items, enter the Variation Name
  • Pre-existing contract variations are listed as "Other Commitments" but this can be renamed
• Enter the Variation Amount and Preliminary Amount (if applicable)
• Set the Tax Rate in the Tax % column - rates pre-fill from Contract Tax Rate but can be changed per line item
• Click Add Contract Variation to include multiple line items

Step 4: Add Supporting Information

• Scroll to the Notes section and add comments explaining your changes
• Click inside the Attached Files box or drag and drop files to attach your documents

Step 5: Save Your Changes

• Click the blue Update button in the bottom right corner
• A confirmation message will appear confirming your variation was updated successfully

Result: All changes are saved and visible immediately in your project.

Deleting a Variation

Step 1: Locate the Variation to Delete

• Navigate to the Variations tab in the top navigation
• Locate the variation you want to delete
• Click the Action button next to the variation

Step 2: Delete the variation

• Select Delete Variation from the dropdown menu
• Click the red Delete button in the confirmation pop-up

Result: The variation is immediately removed from your project. This action cannot be undone.

Important: You cannot delete variations linked to payment claims. If the Delete option is greyed out, check for associated payments and delete those first.

Troubleshooting & FAQs

Q: What's the difference between Preliminary Amount and Variation Amount?

Preliminary Amount records what the contractor or consultant requested in their variation claim. Variation Amount is the amount the Project Manager has determined and approved.

Q: Why should I add comments when editing variations?

Comments create an audit trail showing what changed and why. This helps your team understand variation history and supports project documentation requirements.

Q: How do I add multiple new line items to a variation?

Use the + Add Contract Variation button in the New Line Items section. Each click adds a new row where you can enter a variation name and amounts. Add as many as needed.