Create a Commitment Potential Change Order

When a change to the scope of work or the original commitment contract amount occurs during a construction project, the change management process begins. You can create a PCO if your company's Procore Administrator configures the Commitments tool with the two (2)- or three (3)-tier change order configuration setting. See What are the different change order tier settings in Project Financials?

• Required User Permissions:

  • Admin' level permissions on the project's Commitments tool.

     Important

    Do not use the steps below when:

    • The Change Events tool is enabled on the projects. Follow these steps instead: Create a Commitment Potential Change Order from a Change Event.

    • The Commitments tool is configured with the one (1) tier change order configuration setting. Follow these steps instead: Create a Commitment Change Order.

• Additional Information:

  • After a change order is approved, the next step depends on the Commitments tool's change order configuration setting:* For the two (2)-tier change order setting, continue with Create a Commitment Change Order.* For the three (3)-tier change order setting, continue with these steps: Create a Change Order Request for a Commitment

• Limitations:

  • To create a change order for a commitment, the commitment must be in the 'Approved' status.

• For companies using the ERP Integrations tool: Show/Hide

  • Additional considerations, requirements, and limitations can apply depending on the ERP system your account is integrated with. See Things to Know About your ERP Integration for details.

• The Commitments tool must be configured with the two (2) or three (3) tier change order configuration setting. See What are the different change order tier settings in Project Financials?

• Create a Potential Change Order

• Add a Schedule of Values to a Potential Change Order

Create a Potential Change Order

1. Navigate to the project's Commitments tool.

2. Locate the commitment contract to work with. Then click its Number link.

3. Click the Change Orders tab.

4. Click Create Potential CO.
   

5. Complete the following fields:

   • Sign with DocuSign®
     If you have enabled the Procore + DocuSign® integration (see Enable or Disable the DocuSign® Integration on a Procore Project), a checkmark appears in this box by default. If you do NOT want to collect signatures with DocuSign®, remove the mark.

      Tip

     How do you collect signatures with DocuSign? After the data entry for the item is complete, Procore recommends changing the item's status to 'Out for Signature' before clicking the Complete with DocuSign button to launch the DocuSign® application. If you have not previously signed in, you will be prompted to Log In to DocuSign®. Once you are signed in, you can prepare the DocuSign_®_ envelope for signatures. After the signature process is complete, Procore automatically changes the status of the item to 'Approved' and marks the item as 'Executed'. To learn more, see DocuSign®.

   • Number
     Accept the default number, enter a new number, or create a custom numbering scheme.

      Tip

     How are numbers assigned? To learn how Procore assigns numbers and to understand your custom numbering options, see Can I customize the numbering system for financial objects in Procore?

   • Date Created
     Shows the creation date and time. This value cannot be changed.

   • Revision
     Shows the revision number. The first version is zero (0), subsequent revisions are assigned in sequential order. A PCO might have several revisions, depending on its reviewer/approver feedback.

   • Created By
     Shows the Procore user who created the PCO. This value cannot be changed.

   • Contract Company
     Shows the name of the company responsible for performing the work on the contract.

   • Contract
     If you have been assigned access permissions to the Commitments tool, click this link to open the contract.

   • Title
     Enter a title for the PCO in this box.

   • Status
     Select the current state of the PCO. To learn more, see What are the default statuses for change orders in Procore?

   • Commitment Change Order
     Choose one (1) option button.

      Note

     This setting is only required when the Commitments tool is using the 3-Tier change order configuration setting. See What are the different change order tier settings in Project Financials?

     • None. A PCO can be linked to a COR at a later time.

     • Add to Existing. Link the PCO to an existing COR.

     • Create New. Create a new COR. You also have the option to create a new change order at the same time.

   • Change Reason
     Select the reason for the PCO, either Client Request, Design Development, Allowance, Existing Condition, Back Charge, or any additional options created for your specific environment by your company's Procore Administrator. See Set the Default Change Management Configurations.

   • Private
     Mark this checkbox if you only want the PCO to be visible to users with 'Admin' permissions on the Commitments tool.

   • Accounting Method
     This field inherits the accounting method that was specified in the commitment contract. See How do I set the accounting method for a contract or funding?

   • Description
     Enter a more detailed description of the reason for the PCO.

   • Request Received From
     Select the Procore user for whom you are submitting the PCO.

   • Schedule Impact
     If known, provide an estimate for the additional number of days required to complete work when the PCO is approved.

      In Beta

     Note to users participating in the 'Subcontractor Estimated Completion' limited release beta program. When a user places a change order in the 'Approved' status and it includes a value in 'Schedule Impact' field of the change order, Procore automatically updates the 'Estimated Completion Date' field in the commitment contract by the number of days entered.

   • Location
     Use this drop-down list to select a location related to the PCO. You can select an existing location or Add a Multi-tiered Location to an Item.

   • Reference
     Add any other important tools, materials, drawings, or documents to use as a reference for the PCO.

   • Field Change
     Check this box if the PCO requires a field change.

   • Paid in Full
     Check this box to indicate you have received payment for this change.

   • Attachments
     Select and add any relevant documents.

6. Click Create & Enter SOV.

Add a Schedule of Values to a Potential Change Order

When there are costs associated with a PCO, you must add line items to the SOV.

1. In the Schedule of Values tab, click Add Line.

    Notes

   • If sub-jobs are enabled (see Enable Sub Jobs on Projects for WBS), the Sub Jobs drop-down list contains all sub-jobs added to the project. See Add 'Sub Job' Segment Items to a Procore Project.

   • All cost codes related to the sub-jobs will appear in the following field.

2. For contracts using the Amount Based accounting method:

   • Change Event Line Item
     If you have change events enabled, you can select a change event line item if the commitment needs to be linked to a change event.

   • Budget Code
     Select a budget code from the list or click Create Budget Code to create a new one. See What is a budget code in Procore's WBS?

   • Description
     Enter a description for the line item. For example, type: Monthly Service Fee

   • Amount
     Enter the amount of the cost.

   • Billed to Date
     The system automatically calculates the amount billed on the commitment up to the current date.

   • Amount Remaining
     Enter the amount that has NOT been billed to the current date.

   • Tax Code
     Enter a tax code to use for this line item. This field only appears if you have enabled the tax codes feature. See How can I use tax codes on a project?

3. For contracts using the Unit/Quantity Based accounting method:

   • Change Event Line Item
     If you have change events enabled, you can select a change event line item if the commitment needs to be linked to a change event.

   • Budget Code
     Select a budget code from the list or click Create Budget Code to create a new one. See What is a budget code in Procore's WBS?

   • Description
     Enter a description for the line item. For example, type: Monthly Service Fee

   • Qty
     Enter the number of units.

   • UOM
     Enter the Unit of Measure (UOM).

      Notes

     • To view the default options in the list, see Which units of measure are included on Procore's master list?

     • To update the available options in the list, see Update a Unit of Measure to the Unit of Measure Master List.

   • Unit Cost
     Enter the Unit Cost in the box provided.

   • Amount
     The system automatically calculates the subtotal for you, based on the Qty, UOM, and Unit Cost entries.

4. Click Save.
   A GREEN banner appears to indicate that the Schedule of Values is saved.

    Important

   If you assigned a budget code that is not currently represented on your budget or if leave the budget code field blank, a confirmation message appears. To proceed, you must click OK to acknowledge the message. This action adds the corresponding line item(s) to your project's budget as non-budgeted line items.

• Create a Commitment Change Order
  OR

• Create a Change Order Request for a Commitment