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How does Procore automatically complete amounts on an owner invoice? (Beta)

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 In Beta
This page details the modernized owner invoice experience.
 For Procore Customers in the United States

flag-us.png  When your company applies the 'Owners English' or 'Specialty Contractors English' point-of-view dictionary, you'll see different tool names and term changes in the user interface. Learn how to apply the dictionary options. 

  • To learn the differences: Show/Hide      

    • This table shows the differences in tool names (bold) and terms across the point-of-view dictionaries for Project Financials. These dictionaries are available in US English only. The default dictionary is designed for general contractors, which means that you will need to work with your Procore Administrator at your company and your Procore point of contact to access the other dictionary options. 

      General Contractors

      English (United States) - Default

      Owners

      English (Owner Terminology V2)

      Specialty Contractors

      English (Specialty Contractor Terminology)
      Invoicing Invoicing Progress Billings
      Owner Funding Owner
      Owner/Client Owner/Client GC/Client
      Prime Contract Change Order Funding Change Order Client Contract Change Order
      Prime Contracts Funding Client Contracts
      Revenue Funding Revenue
      Subcontract Contract Subcontract
      Subcontractor Contractor Subcontractor
      Subcontractor Schedule of Values (SSOV) Contractor Schedule of Values (CSOV) Subcontractor Schedule of Values (SSOV)

Answer

Mark one or more checkboxes to turn a prefill option ON when creating owner invoices in the Prime Contracts tool. These options allow Procore to automatically complete amounts on the owner invoice using data from eligible budget code line items on subcontractor invoices, direct costs, and commitment change orders in the approved statuses. 

 Important
Prefill options are only available when creating owner invoices. Procore does not allow users to prefill invoices after clicking Create.  

create-invoice-prefill-checkboxes.png

Prefill Options for Owner Invoices

This table describes the prefill options for owner invoices.

Checkbox Mark the checkbox to turn ON and... Remove the checkbox to turn OFF...
Populate the Schedule of Values with Costs from the Selected Billing Period Populate the line items in the schedule of values with eligible costs from corresponding budget codes on Approved subcontractor invoices, direct costs, and commitment change orders for the same billing period as the owner invoice. 

Notes: 
  • Subcontractor invoices must be in the Approved, Approved as Noted, or Pending Approval status. 
  • Direct costs and commitment change orders must be in the Approved status.
  • Direct costs must have a 'Received Date' in the same billing period as the owner invoice.
  • Commitment change orders will autofill to a prime contract change order if they are linked by a change event. If the commitment change order is not connected to a prime contract change order via a change event, it will autofill into the SOV with a matching budget code (if there is one). If there isn’t an SOV line that matches the budget code, the commitment change order will not prefill.
  • What is meant by a matching budget code?
    A direct cost will prefill to the prime SOV only when:
    • All segments for the budget code, including cost code and cost type, match exactly.
      OR
    • The prime SOV line item is using a division code and the cost uses a cost code that is part of that division. For example, a prime SOV line item using 01.O will prefill all costs from 01-100.S, 01-500.L, or 01-200-20.O.
 Procore does NOT populate the schedule of values with costs. Users must manually enter the schedule of values data. 
Also Populate with Retainage from the Selected Billing Period Only available when Populate the Schedule of Values with Costs from the Selected Billing Period is ON. 

Populates the the Work Retainage this Period ($), Materials Retainage ($), and Total Retainage Released ($) columns in the schedule of values with calculated retainage values from eligible subcontractor invoices in the Approved status. 

Note: 
  • Procore only calculates retainage values when corresponding retainage values from eligible subcontractor invoices are non-zero dollar amounts. 
 Procore does NOT populate the schedule with calculated retainage values from eligible subcontractor invoices in the Approved status. 
Include Backup from Direct Costs and Invoices in the Selected Billing Period Populates the invoice's Attachments card with these sections: Uploaded Attachments, Attachments from Subcontractor Invoices, and Attachments from Direct Costs. It also:
  • Automatically adds any existing attachments from subcontractor invoices and direct costs to the appropriate section.
  • Includes the Uploaded Attachments card for adding attachments. 
 Procore does NOT include an invoice backup. Instead, the invoice includes the Uploaded Attachments card to add attachments.