Create a Prime Contract Change Order from a Change Event

Background

If the Change Events tool is enabled on your project, your project's change order tier configuration setting (see What are the different change order tier settings in Project Financials?) determines the number of steps leading up to creating a prime contract change order:

Tips

Are you inviting subcontractors to submit bids for goods and services using formal RFQs?

If your project team has opted to use the Request for Quote (RFQ) process (see Create RFQs from a Change Event), you do not have to wait until the RFQ is complete to create your prime contract change orders. However, after invited subcontractors and vendors respond to RFQs and its status is set to 'Pending Final Approval,' Procore does not automatically update the change order's Schedule of Values (SOV) with the appropriate amounts from the RFQ.

To learn more about how the RFQ process affects change orders, see What are the different RFQ statuses and how do they affect cost and change order amounts?

Are you using the Revenue ROM function?

If your project team has opted to use the Revenue ROM function, the SOV on your prime contract change orders is also automatically updated. If you have hidden the Revenue ROM function, any automatic updates depend upon the scope of the change event:

  • When change events are 'In Scope' or 'TBD', the SOV on the prime contract change order is automatically updated with a $0 value.

  • When change events are 'Out of Scope', the SOV on the prime contract change order is automatically updated using the data from the RFQ when the RFQ status is set to 'Pending Final Approval.'

  • When change events are not in one of the above statuses, the SOV is automatically updated using the Cost ROM.

Things to Consider

  • Required User Permissions:

    • 'Standard' or 'Admin' level permissions on the project's Change Events tool.
      AND

    • 'Standard' or 'Admin' level permissions on the project's Prime Contracts tool.

      Notes

      For users with 'Standard' level permissions on the project's Prime Contracts tool to perform this task, the following must also be true:

  • Required Configuration Setting:

  • Additional Information:

    • After you create a change event, you can also create an RFQ to send to the affected subcontractor(s). See Create RFQs.

  • If your company has enabled the ERP Integrations tool, keep these items in mind:

    • QuickBooks® Desktop:* Prime contract change order exports are not supported.

    • Sage 100 Contractor®:* Prime contract change order exports are not supported.

    • Sage 300 CRE®:* Title. The change order's title must be 30 characters or less.* Number (#). The change order's number must be five (5) characters or less.* Status. The prime contract must be in the Approved status.* Associated Line Item. For each line item that you add to the change order's SOV, you may designate one (1) associated line item for each change order line item or the same associated line item for all change order line items. Note: The Associated Line Item list is only visible and available when the ERP Integrations tool has been configured to work with Sage 300 CRE® and the export prime contract change orders capability has been switched on in Procore by your Integration Implementation Specialist.

    • Viewpoint® Spectrum®:* Prime contract change order exports are not supported.

    • Vista® :* Prime contract change order exports are not supported.

Prerequisites

Steps

  1. Navigate to the project's Change Events tool.

  2. Select one or more change event line items to include in the new change order.

    Note

    Procore uses the selected line items to populate the change order's SOV.

  3. From the Bulk Actions drop-down menu:

    • For one (1) tier change orders, choose Create Prime CO.
      OR

    • For two (2) or three (3) tier change orders, choose Create Prime PCO.

  4. Update the General Information.

  5. Click Create. Procore creates the change order.

See Also

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