Positions outside the contract

When to use positions outside the contract

A signed contract fixes the positions, quantities and prices. Extra work found during construction normally goes through a change order before it is billed. Positions outside the contract are a shortcut for work that is already done: the contractor bills it in the next report, the client reviews the price together with the quantities, and approval of the report adds the work to the contract in one step.

• Use a change order when the scope must be agreed before the work starts, or when quantities or prices of existing positions change. See Change orders and extensions.
• Use positions outside the contract when the extra work is done and both sides only need to agree its quantity and price in the report.

How it works

• The new positions live in a separate working list that belongs to the report, not in the contract itself. The contractor owns this list. Until approval, the contract and its BoQ do not change.
• Each new position is a normal BoQ position: description, unit, quantity and a price from a resource analysis (or a directly entered unit price), exactly as in the BoQ editor.
• The new positions are part of every round. The other company sees them, can change them when it has the turn, and sees them in the round history under Positions outside the contract (Позиции извън договора) and New categories (Нови категории).
• On approval they are merged into the contract as a new BoQ version. From then on they are ordinary contract positions and can be billed in later reports.

Who may edit the new positions:

How to add a position outside the contract

1. The right-click menu on a contract category offers Add subsection (Добавяне на подобект) and Add work item (Добавяне на СМР).
2. The contract positions themselves have no such menu; their quantities are edited only in the grid.
3. Rows added by the report carry the pill New position (Нова позиция); new categories carry New (Нова).

1. Open the draft report.
2. Right-click the category where the work belongs, or the empty area below the list for the top level.
3. Choose Add work item (Добавяне на СМР) for a position, or Add subsection (Добавяне на подобект) for a new category.
4. Enter the description and unit as you would in the BoQ editor. See Working in the BoQ editor.
5. Enter the quantity done in the This period (За периода) cell of the new row. It must be greater than 0: "Quantity must be greater than zero." (Количеството трябва да е по-голямо от нула.)
6. Price the position; see the next section.
7. Optional: add a remark in the REMARK (ЗАБЕЛЕЖКА) cell.

A position can be added inside an existing contract category or inside a new category the report itself added. The contract's own categories and positions cannot be renamed or deleted from a report. Two new positions in the same report cannot have the same description. A collapsed category shows "{count} new positions inside" (… нови позиции вътре).

To change or remove a new position, right-click it and choose Edit work item (Редактиране на СМР) or Delete work item (Изтрий СМР); for a new category Edit subsection (Редактиране на подобект) or Delete subsection (Изтрий подобект). Delete is possible only until the position has been part of a submitted round; after that it can only be excluded (see below), so the round history stays complete.

How to price a new position

1. The new row with the pills New position (Нова позиция) and Unpriced (Без цена).
2. The orange header chip "{count} unpriced position" counts what still has no price; on hover it says "Click the row to price it in the resource analysis."
3. The green header chip "{count} new positions · {amount}" shows how many new positions the report carries and their value.
4. The Resource analysis (Ресурсен анализ) panel on the right, where you add materials, labour, machinery and services or set the unit price.

1. Click the new position's row. The Resource analysis panel opens on the right, the same panel as in the BoQ editor. Without the Resource analysis permission a permission message appears instead.
2. Build the price from resources, apply a task template, or enter a unit price directly in the row's unit price cell. See Resource analysis.
3. When the position has a price, the Unpriced pill disappears and the chip count drops.
4. Close the panel with its close button or by clicking the row again.

The unit price must be a valid positive number ("Please enter a valid positive unit price"). Unpriced positions block Submit for Approval, Counter, Approve and Finalize until they are priced.

Reviewing new positions (the company with the turn)

When a submitted report carries new positions, the report card in the Reports panel shows the badge +{count} new (+{count} нови), and the review page shows the green chip with their count and value. The company with the turn can:

• Accept them by approving the report.
• Change them: click Counter, then change the description, quantity or price, or add further positions, and send the counter-proposal.
• Exclude one: right-click it and choose Exclude from the report (Изключи от отчета). It gets the pill Excluded (Изключена), stays visible in the history and is not merged at approval. Include in the report (Включи в отчета) brings it back. Send a counter-proposal so the other company sees the change.
• Reject the whole report with a reason.

1. The green chip "{count} new positions · {amount}" in the header.
2. A new position with the pill New position (Нова позиция).
3. The right-click menu item Exclude from the report (Изключи от отчета).

If you changed new positions since the last round, Approve is disabled with "New positions changed since the last round. Send a counter-proposal first so the other party sees the current state." Approval is only possible for a state both companies have seen.

What happens at approval

• The included new positions become contract positions in a new contract BoQ version. Excluded positions are dropped.
• If the contract has an open change-order draft, approving supersedes it: "This contract has an open change order. Approving now supersedes it: it will have to be recreated from the updated contract." Re-create the change order from the updated contract afterwards.
• If a new position's target category no longer exists in the new version, the position is placed at the top level: "The chosen category no longer exists in this version; the position will be added at the top level."
• Later reports on the contract list the merged positions as ordinary contract positions. In the approved report itself they are marked Added with this report (Добавена с този отчет).

Common questions

Related

• Creating and submitting
• Reviewing, approving, countering, rejecting
• Resource analysis
• Change orders and extensions
• External payment applications