How to Edit and Delete Variations

Update existing variations and permanently remove variations you no longer need. You can edit variation details, update contract line items, add new line items, manage time impacts, and delete variations from your project. You can also click a variation title in the Variations tab to open its Variation Overview page, which includes an Audit Log tab.

Before you start

• To delete a variation, any linked payments must be removed first.

Open the variation form

1. Click Cost in the left-hand navigation.
2. Open the variation form in one of two ways:

The variation form opens with a tab-based layout, giving you quick access to different sections of the form.

Update variation details

1. In the variation form, update the relevant fields such as title, dates, amounts, or status.
2. Choose a status. Forecast and Pending variations are uncommitted, while In Principle is a committed cost that is treated like Approved and can be paid against. Draft, Rejected and Withdrawn variations are not included in financial reports.

Update contract line items

1. Click the Line Items tab to expand and view line items.
2. To vary an existing contract line item, enter or edit the value in the Variation Amount column.
3. If the requested and approved amounts differ, enter or edit the requested value in the Requested Amount column.
4. To reassign a variation line to a different contract line item, click the Contract Line Item dropdown and select the new line item.

Note: If the contract has existing payments, a warning will appear when reassigning a line item. You can still submit the form, but review the impact on your payments first.

Add new line items through the variation

1. Click Add Line Item.
2. Enter a name for the new line item.
3. Enter the Variation Amount and Requested Amount (if applicable).
4. Set the tax rate in the Tax % column. Rates pre-fill from the contract tax rate but can be changed per line item.

Manage time impact

Warning: Original completion dates must be set in the contract for EOT functionality to work. The revised completion date counts weekdays only for accurate project planning.

1. Navigate to the Time Impact tab in the variation form.
2. Enter the Days Claimed to record days the contractor has requested.
3. Enter the Days Approved to record the approved time extension.
4. Review the Revised Completion Date, which automatically calculates based on weekdays only.

Add recommendation and approval text

1. Navigate to the Description tab in the variation form.
2. In the Recommendation section, enter your recommendation text using the rich text editor. This text will only appear on the Variation Recommendation PDF and will not show on the Variation Approval or Order PDFs.
3. In the Approval section, review the pre-filled contractual statement. This is based on the Contract Standard selected in the contract and will appear on the Variation Approval or Order PDFs.
4. To customise the approval text, toggle on Customise your letter's text and edit as needed.

Update additional fields

1. Navigate to the Additional Fields tab in the variation form.
2. Update any tracking numbers or identifiers relevant to your variation management (e.g., Variation Number, Reference Number, Clause).

Tip: Information entered in Additional Fields will appear in Variation Approval Letters.

Add notes and supporting documents

1. In the Notes section, add internal comments explaining your changes. These are not shared externally and create an audit trail.
2. In the Attached Files section, click inside the box or drag and drop files to attach supporting documents.
3. Click any uploaded file to open the Documents preview panel. A side panel opens to the right of the form displaying the full document.

In the preview panel you can:

• Click Download to save a copy.
• Use the zoom controls (−/+) and page navigation to browse through multi-page documents.

Tip: Attachments added here will also be included with Variation letters when generated.

Save your changes

1. Click the Update button in the bottom right corner.
2. A confirmation message appears when your variation has been updated.

Note: All changes are saved and visible immediately in your project. Updated variation amounts automatically recalculate the Forecast Final Cost (FFC) and related financial figures.

Delete a variation

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

1. Navigate to the Variations tab in the top navigation and locate the variation you want to delete.
2. Click the Action button next to the variation and select Delete Variation.
3. Review the confirmation pop-up, which displays the name of the variation being deleted, and click the red Delete button to confirm. The variation is permanently removed from your project.

Tip: For variations you no longer need, consider setting the status to Rejected or Withdrawn instead of deleting. This preserves the audit trail and keeps a record of the variation history.

Troubleshooting and FAQs

What happens to financial reports if I edit an Approved variation?

The Forecast Final Cost (FFC) and related figures recalculate immediately. If payments have already been made against the variation, those payment amounts remain unchanged. Only future calculations reflect the updated variation amount.

Can I edit a variation that has payments linked to it?

Yes, you can edit the variation details, status, and amounts. However, you cannot delete it while payments are linked. To delete, remove the associated payments first.

Need help?

Contact Mastt Support for additional assistance with variations.