Task Variations are useful when the scope of a project changes or expands. This allows for independent budget tracking and reporting of any Variation.

Clients will appreciate variations because they remain up-to-date on changes in the scope of work and can provide approval in advance of any invoicing discussions.

Included in this guide:

Creating Variations Within A New Task (Video)
Creating Variations From An Existing Task (Video)

Creating Variations Within A New Task

Use this type of variation when the scope expands and you want to consider it a new task. When adding a new task, you can also add a new budget to the current project. Once the variation is approved by the client, it will also automatically create a new Gantt row with the new task.

Go to the Overview Site Diary of your project, hover over a calendar day, and click the plus (+) button.
Click Create Variation/Provisional Sum Adjustment and complete the fields at the top of the popup.

Document Date	Date the task took place or the date that it is due. This date will automatically populate based on today's date, but it can also be changed manually.
Title Name	The task name. Be descriptive. Be sure to follow any company-established naming conventions.
Status	Status of the variation. This will be marked as Draft until it is Saved & Sent to client for approval.
Variation No.	Automatically created. Each variation is numbered uniquely.
From	Name of Creator or Site/Staff contact.
Attention	Name of the receiver of the variation for approval. Example: the Architect or Client.
Reminder Date	Selecting a reminder date will create a Task To Do item for the Creator of the variation. This is used as a reminder to send the variation for client approval.
Is EOT Required	If an Extension of Time (EOT) for the variation is required, an EOT form will pop up once the variation is saved. If this new variation adds additional days to the overall build, click YES. Under most build contracts, claiming within 10 days is critical to obtaining approval.
Variation Details	Add a detailed description of the variation here. This information will be shown on the final printout of the variation.
Project Cloud Attachment URL Link	Add the link for any supporting documentation you may have. This may be a service like Google Drive, Dropbox, etc.

Move the Provisional Sum Adjustment (PSA) toggle to No. This is a variation, not a PSA.
Move the Scope of Works toggle to New Task.
Enter a Task Title in the box and select a Start Date and End Date. This will add a new task row in your Gantt chart.
Add as many rows as needed to enter in the various components of the task variation.
For each, choose the correct cost category from the Type dropdown, enter the Cost, and apply a Builders Margin if applicable (if not, toggle Off).
The checkboxes selected will show in the Total cost row below.
Check the Add Images box to Choose Images from Site Gallery or Drag and Drop Images to add new images for the variation.

Note: Forgetting to set the Provisional Sum Adjustment Toggle to NO will result to the Provisional Sum Margin (%) to be applied instead of the Variation Sum Margin (%).

There are three options to save your new variation:

Save & Close	Saves as Draft.
Save & PDF	Saves as Draft. Saves PDF to your computer.
Save & E-Approval	Saves as Sent. Emails the client for approval. Requires client name and email address.

When sent to the client for approval, they can sign virtually using Eversign, and the creator will receive an approval alert. The new variation amount will be added to the budget on the Planning tab.

Creating Variations From An Existing Task

Use this type when a change in scope occurs on an existing project task. You can add the additional scope or make a deduction to the previous budget allocation. Once the variation is approved by the client, it will automatically be reflected on the Gantt row of the existing task and any budget reports run in PX360.

Go to the Overview Site Diary of your project, hover over a calendar day, and click the plus (+) button.
Click Create Variation/Provisional Sum Adjustment and complete the fields at the top of the popup.

Document Date	Date the task took place or the date that it is due. This date will automatically populate based on today's date, but it can also be changed manually.
Title Name	The task name. Be descriptive. Be sure to follow any company-established naming conventions.
Status	Status of the variation. This will be marked as Draft until it is Saved & Sent to the client for approval.
Variation No.	Automatically created. Each variation is numbered uniquely.
From	Name of Creator or Site/Staff contact.
Attention	Name of the receiver of the variation for approval. Example: the Architect or Client.
Reminder Date	Selecting a reminder date will create a Task To Do item for the Creator of the variation. This is used as a reminder to send the variation for client approval.
Is EOT Required	If an Extension of Time (EOT) for the variation is required, an EOT form will pop up once the variation is saved. If this new variation adds additional days of work to the overall build, click YES. Under most build contracts, claiming within 10 days is critical to obtain approval.
Variation Details	Add a detailed description of the variation here. This information will be shown on the final printout for the variation.
Project Cloud Attachment URL Link	Add the link for supporting documentation. This may be a service like Google Drive, Dropbox, etc.

Move the Provisional Sum Adjustment (PSA) toggle to No. This is a variation, not a PSA.
From the Select Task dropdown, choose the task that needs the variation.
Add as many rows as needed to enter the various components of the task variation.
For each, choose the correct cost category from the Type dropdown, enter the Cost, and apply a Builders Margin if applicable (if not, toggle Off).
The checkboxes selected will show in the Total cost row below.
Check the Add Images box to Choose Images from Site Gallery or Drag and Drop Images to add new images for the variation.

There are three options to save your new variation:

Save & Close	Saves as Draft.
Save & PDF	Saves as Draft. Saves PDF to your computer.
Save & E-Approval	Saves as Sent. Emails to the client for approval. Requires client name and email address.

When sent to the client for approval, the client can sign virtually and the creator will receive an approval alert. The new variation amount will be added to the budget on the Planning tab. These amounts can also be adjusted.

Check out Budget Tracking and Task Analysis to learn how to use tasks in your budget tracking.