Raise a Variation Against a Contract

  • Updated

This article details the steps a Vendor can follow to submit a Variation request against a contract. A variation can be submitted for a change to the contract duration, value, and/or terms and conditions.

Prerequisites

  • You must be logged in to the organisation's Contracts Management system.
  • The organisation must have permitted you to perform actions (register entries) against the specific contract.
  • You will need to know the necessary details for the title, details, and category of the variation.

Steps to Raise a Variation

You can start raising a Variation either from the Contracts Dashboard or the Contract Details screen.

Option A: From the Contracts Dashboard

  1. Navigate to the Contract Specific Actions section at the top of the page.
  2. Select the relevant contract.
  3. Select Raise Variation from the options.
  4. Click Go.

Option B: From the Contract Details

  1. On the Contracts Dashboard, click on the contract title to open the details.
  2. Go to the Registers tab.
  3. Locate the Variations section.
  4. Click on the big plus (+) button on the right to create a new item.

Specify Variation Details

  1. Provide a title and the details of the variation.
  2. Select a category of the variation.
  3. Select one or multiple variation types (Duration, Value, Terms and Conditions). Sections will appear based on your selection:
     
    • Variation to contract duration: Specify the end date of the variation as either a specific date or enter as a duration.
    • Variation to contract value: Specify the value of the variation excluding tax, and select the tax type to calculate or manually enter the tax value.
    • Variation to contract terms and conditions: Specify the reference and details.
       
  4. Select the Documents tab at the top. 
  5. Upload any relevant files in the Attachments section.

Submit for Approval

  1. Once completed, click the Prepare approval submission button at the bottom of the page.
  2. On the Approval Submission page, add notes and attach reference documents if needed.
  3. When ready, hit the Submit button to notify the required approvers.

What's Next / Related

Limits & Notes

  • A single variation submission can cover changes to duration, value, and/or terms and conditions.
  • You must enter the variation value excluding tax before specifying the tax type/amount.