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, manage time impacts, and delete variations from your project.

Before You Start

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

Editing a Variation

Access and Open the Variation Form

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

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. Available statuses include Draft, Forecast, Pending, In Principle, Approved, Rejected, and Withdrawn

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 field
4. To reassign a variation line to a different contract line item, click the Contract Line Item dropdown and select the new line item

Add New Line Items Through the Variation

1. Enter the Variation Name — pre-existing contract variations are listed as "Other Commitments" but this can be renamed
2. Enter the Variation Amount and Requested Amount (if applicable)
3. Set the tax rate in the GST % column — rates pre-fill from the contract tax rate but can be changed per line item
4. Click Add Line Item to include additional line items

Manage Time Impact

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 a 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)

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 on any uploaded file to open the Documents preview panel — a side panel opens to the right of the form displaying the full document
   • Click Ask AI to query the document, Make AI Ready to process it for AI use, or Download to save a copy
   • Use the zoom controls (−/+) and page navigation to browse through multi-page documents
   • The preview panel shows the document's classification and its AI Ready status

Save Your Changes

1. Click the Update button in the bottom right corner
2. A confirmation message will appear confirming your variation was updated successfully

Deleting a Variation

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

Troubleshooting & FAQs

Q: 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.

Q: 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.

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