Edit Purchase Orders

After you create a purchase order, you can edit it at any time.

• Required User Permissions:

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

  • 'Read Only' or 'Standard' level permissions on the project's Commitments tool with the 'Update Purchase Order Contract' granular permissions enabled on your permission template.

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

  • If you are editing a subcontract that has NOT yet been synced with your company's integrated ERP system, you may use the steps below. To determine if a subcontract has been synced with an ERP system, see What do the ERP Icons mean?

  • If you are editing a subcontract that has already been synced with your company's integrated ERP system, see Edit a Commitment Synced with ERP.

• Create Purchase Orders

1. Navigate to the project's Commitments tool.

2. On the Contracts tab, locate the contract to edit and click its Number link.
   
   
   

3. Continue with the next steps:

   • Add the Basic Information

   • Update the General Information

   • Update the Contract Access

   • Update the Contract Dates

   • Set the Accounting Method

   • Update the Schedule of Values* Add Line Items to the Schedule of Values* Import Line Items to the Schedule of Values from a CSV File

   • Attach Files

   • Save the Contract

Add the Basic Information

Update the basic information as follows:

• Contract Number
  To number your contract(s), choose from these options:

  • If you number your contracts using a sequential numbering system, you can enter any combination of alpha-numeric characters in this box. For subsequent contracts, Procore automatically applies consecutive numbering in ascending order.

    Example

    The examples below show you how Procore's ascending consecutive numbering works:

    • If the previous contract was 1, the next contracts are 2, 3, and so on.

    • If the previous contract was PC-0001, the next contracts are PC-0002, PC-0003, and so on.

    • If the previous contract was DCA00010-12-G-0001, the next contracts are DCA00010-12-G-0002, DCA00010-12-G-0003, and so on.

  • If you do NOT number your contracts using sequential numbering, you can manually enter a unique number for each prime contract. To do this, type over the existing entry in the Number box. Duplicate contract numbers are NOT permitted.

• Contract Company
  Select the name of the project owner's or the project client's company from the drop-down list. This is the company that either owns the construction project or the client who has hired your company to oversee the project work. To appear as a list option, Add a Company to the Project Directory.

• Title
  Type a descriptive name for the contract.

• Optional: Sign with DocuSign®
  Move this toggle to the right to collect signatures with the Procore + DocuSign® integration. To learn how to activate the integration in Procore, see Enable or Disable the DocuSign® Integration on a Procore Project.

   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®.

Update the General Information

Update the contract with more general information:

• Status
  Procore automatically assigns contracts the 'Default' status. To select a different status, choose one of the status labels from the drop-down list. Options include

   Note

  To create change orders and invoices, your contract's status must be set to Approved or Complete.

• Executed
  Place a mark in this check box if the contract has been fully executed. A fully executed contract is a legally effective agreement that has been signed by authorized representatives for each party.

• Default Retainage
  Enter a number to represent the percentage that will be withheld as retainage on the line items of the contract's Schedule of Values. For example, if you plan to withhold ten (10) percent of the line item's value, enter 10%.

• Description
  Enter a more detailed description of the commitment. You can apply the options in the formatting toolbar to your text.

Update the Contract Privacy

By default, contracts are only visible to users who have been granted 'Read Only' level permissions or higher on the project's Commitments tool. To change the contract's access permissions, do the following:

1. Optional: Under the Contract Privacy section, the purchase order can be made private by checking the box next to the word 'Private'.

2. Under Access for Non-Admin Users, select any individuals you would like to be able to access the contract.

3. Select an employee(s) of the 'Contract Company' from the Invoice Contact drop-down list.

Update the Contract Dates

To update the contract with important dates, do the following:

• Start Date
  Select the construction project's official start date.

• Estimated Completion
  Select the construction project's estimated completion date from the calendar control.

   In Beta

  Note to users participating in the Field-Initiated Change Orders' limited release beta program. The information below details a configuration that is available to Procore users taking part in the Beta Participant Program for Field-Initiated Change Orders. For more information about this release, see Commitments: Allow Collaborators to Submit Field-Initiated Change Orders.

• Actual Completion
  Select the construction project's actual completion date.

• Signed Contract Received
  Select the date from the calendar control. The signed contract received represents the date that the executed contract was received.

Set the Accounting Method

The first step when updating a Schedule of Values is to define the accounting method for the contract. The method you choose also applies to all change orders and/or invoices for that contract. The accounting method can only be changed BEFORE you add line items to an SOV. Procore does NOT permit you to change a contract's accounting method after line items are added.

• To change the accounting method to Unit/Quantity, click the Change to Unit/Quantity button.

• To change the accounting method back to Amount-Based, click the Change to Amount Based button.

Update the Schedule of Values

There are two (2) methods for updating the subcontract's SOV:

1. Add Line Items to the Schedule of Values

2. Import Line Items to the Schedule of Values from a CSV File

Add Line Items to the Schedule of Values

By default, you can input line items on the subcontract's SOV at any time, as long as it is NOT in the 'Approved' status.

To manually add line items to the Schedule of Values:

1. Choose from these options:

   • If the SOV is blank, click Add Line under 'You Have No Line Items Yet'.
     OR

   • If you have existing line items, click Add Line.
     Procore creates new line items starting with the number '1'. Subsequent lines are created in numerical order.

2. Designate a budget code for the new line item. You have these options:

   • To assign an existing budget code to the line item, start typing a code in the Search box and select the matching code from the list.
     OR

   • To create a new budget code for the line item, click the Create Budget Code button. Next, select the appropriate segment items from the drop-down list(s) to satisfy your project's budget code pattern requirements. Then, click Create.

3. Depending on the accounting method you are using, choose the appropriate steps for adding a line item:

   • For an Amount-Based contract:
     An Amount-Based SOV requires this data entry:

     • Budget Code
       Select a budget code or click Create Budget Code. 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 total amount for the line item.

     • Billed to Date
       Later, when you create invoices, this column will automatically show the amount that has already been billed to date.

     • Amount Remaining
       Later, when you create invoices, this column will automatically show the amount that has NOT yet been billed to date.

   • For a Unit/Quantity Based contract:
     A Unit/Quantity Based SOV requires this data entry:

     • Budget Code
       Select a budget code or click Create Budget Code. 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
       Select the Unit of Measure (UOM) from the list. See Which units of measure are included on Procore's master list? and Add a Unit of Measure to the Unit of Measure Master List.

     • Unit Cost
       Enter the Unit Cost in this box. You'll notice that the value in this column contains four (4) decimal points (for example, $0.0000) to allow you to enter the specific value required to calculate accurate pricing.

       Example

       If you are buying 50,000 units for $1,006,625.00, you would enter a unit price of $20.1325.

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

     • Billed to Date
       Later, when you create invoices, this column will automatically show the amount that has already been billed to date.

     • Amount Remaining
       Later, when you create invoices, this column will automatically show the amount that has NOT yet been billed to date.

4. Optional: Repeat the steps above to add as many line items as needed.

5. Click Save.
   Procore saves the line items on the contract's SOV.

Import Line Items to the Schedule of Values from a CSV File

1. In the 'Schedule of Values' card, click the Import SOV from CSV button.
   

2. Click the Download CSV Template button and choose one of these options:

   • Blank Template. Click this option to download a blank template.
     OR

   • Template with Existing Line Items. Click this option to download a template that includes any existing line item data from your project's budget.

      Note

     • Procore downloads a CSV template file to your web browser's file download location.

     • The name of the file is: TBD

3. Open the template that you downloaded on your computer.

4. Enter the data that you want to upload directly into the template.

    Important

   Do NOT change or rearrange the Column Headings in the template file.

5. After entering your line item data, make sure to save your file updates in the 'Comma Separated Values' file format.

6. Navigate back to Procore. Then, in the 'CSV File' section, choose one of these options:

   • Click Upload File.
     OR

   • Use a drag-and-drop operation to move the template you just updated into the 'CSV File' section.

7. Choose one of these options:

   • Add Additional Line Items. Choose this option if you want to create new line items using the data in your template.
     OR

   • Replace Existing Line Items. Choose this option if you want to erase any existing line items from the subcontract and replace them with data in your template.

      Note

     If the 'Enable Always Editable Schedule of Values' configuration setting is turned ON in the project's Commitments tool, the 'Replace Existing Line Items' option is grayed out and unavailable for use once an invoice is created and line items are billed. To learn more, see What is the 'Enable Always Editable Schedule of Values' setting?

8. Click Import.

Attach Files

To add file attachments to the contract:

1. On the 'Attachments' card, click Edit.

2. Click Attach Files.

3. In the 'Attach Files' dialog box, highlight the location where the files to upload are stored. Options include:

   • My Computer. Click Upload Files to open your computer's finder. Select the files to upload and click Open.

   • Photos. If the Photos tool is active on the project, choose the location from the Select Album list and then search for the file(s) to upload.

   • Drawings. If the Drawings tool is active on the project, choose the area from the Select Area list and then search for the file(s) to upload.

   • Forms. If the Forms tool is active on the project, choose the template from the Select Template list and then search for the file(s) to upload.

   • Documents. If the Documents tool is active on the project, navigate to the folder storing the file(s) to upload and then highlight them.

4. Click Attach.
   
   A progress indicator shows you the status of the upload.

5. Click the Close (X) icon on the Attach Files dialog box.

Save the Contract

To save the contract, click one (1) of these buttons:

• Create. Click this button to save the new contract and return to the 'General' tab in view mode.
  OR

• Complete with DocuSign®. Click this button to launch the Procore + DocuSign® integration and prepare the envelope for signature. To learn more, see DocuSign®.
  OR

• Cancel.

• Email a Purchase Order or Subcontract