When generating a progress claim for a particular job, you are able to add a variation (additional works not part of the original scope) to the job and have the option to add the variation details on your progress claim document.
To make it possible, you must first update your progress claim template by adding the variation table and merge fields so that the moment you add a new claim, the variation details will automatically populate on the progress claim document.
See image below as an example of the progress claim template showing the table for variation details in yellow highlight.
The variation table pulls the data from the Variations tab once you've added a variation.
Note: There will be no information to display in the Variations table in the template unless you've added a variation to the job.
See image below as an example of a job with a variation added to it.
See image below showing the variation details automatically appearing in the Progress Claim Sections.
Providing that you've already updated your progress claim template by adding the table and merge fields related to variations, the moment you click + Create New Claim in the Progress Claim tab, variation details will automatically appear and will also show once you've downloaded the progress claim document.
See image below as an example of a progress claim document showing the variation details in a separate table.
Follow the steps below and skip some parts that are not applicable but as a quick summary, what you need to do to add variations details to the progress claim are:
- Update your progress claim template
- Add a variation to the job
- Generate or add a progress claim
- Download Progress Claim
Updating Progress Claim Template
1. Go to Administration → Document Templates.
2. Select the template where you'd like a merge fields added to by clicking the Pencil icon.
In this example we are editing the template called Progress Claim by adding the merge fields and table for Variation details.
3. Click Download Template.
3.1 Depending on your computer settings, it will either download automatically which you will need to open from your Downloads Folder or it might ask you to save the file manually.
4. Open the download template and click Enable Editing if prompted. Add a table and add the corresponding merge fields that will capture the variation details.
Note: Similar to adding other tables, it must contain a table start and table end merge fields and you can add the rest of the details in the middle such as Contract Value, Total Claimed, etc.
How to properly add merge fields?
A. On the Insert Menu in Word Document, click on Quick Parts, then Fields.
B. Select MergeField in the Field names area and enter the name of the field to be displayed then click Ok.
In this example, we are adding the merge field called TableStart:CurrentVariationClaim and follow the same steps when adding the rest of the merge fields.
Note: See Document Template User Guide for a list of available field names.
Copying and pasting the merge field and changing it to a different name does not work as it only changes the physical component of the merge field but not the actual command associated with it.
5. Once you've completed the changes by adding the table and merge fields, save the template in your computer by clicking File → Save As and you might edit the file name to indicate it's an updated copy.
6. Go back to Ascora page in Administration → Document Templates → and click Add New and Enter the template name then click Save.
In this example we call it Progress Claim with Variations.
7. Click Upload a new Template and select the updated version that you've just saved and then click Save button.
We've just completed the process of updating progress claim template by adding the table and merge fields for variation details.
Adding Variation
Add variation to a job by going to the Variations tab and click Add New. Once you've converted it to a job and have chosen "Update Existing Job with this Quote" you'll be able to add a new claim in your progress claim which will already capture the variation details.
To learn more about adding variation please access Add a Variation to a Job user guide.
Generating Progress Claim with variation details
Click Progress Claims and you should immediately see the variation having been automatically added in Progress claim Sections.
Click on Create New Claim and enter the Claim Name. If applicable, enter a claim amount or percentage and click Save.
To generate the progress claim document, click Download Progress claim.
Downloading Progress Claim
1. Click Download Progress Claim.
2. Select the updated template built to capture variation details.
3. After downloading progress claim, variation details will show in the document as shown in the example below.
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