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Procore

Why are my change order's line items being duplicated on my owner's invoice?

Answer

If it appears that your change order line items are being duplicated on an owner invoice, it will typically be due to the following conditions being true:

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Common Questions

To learn why change order line items appear to be duplicated, please review the following questions and answers:

Why are there two change order line items on the owner invoice?

When your prime contract is synced with an integrated ERP system and you create a new SOV line item on a change order, the ERP system requires the creation of two (2) line items in Procore:

  • A line item on the SOV tab of the prime contract so data can be passed to the original prime contract line item. The contract amount is listed at $0 to indicate to the ERP system that the original contract amount for this item is $0.
  • A line item on the SOV tab of the change order so data can be passed to a new prime contract line item that reflects the actual amount in the approved changes field. This ensures that the actual amount is correctly attributed to the appropriate cost code via a new contract line item in the integrated ERP system. 
Example

In this example, let's assume that we have created a Prime Contract Change Order for an ERP-synced Procore project.

How this looks on a Change Event

We can find the individual line items of the Prime Contract Change Order under its corresponding change event. In this case, there are two items related to this change event.

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How this looks on the Prime Contract

A new line item must be created in the prime contract's schedule of values to be synced with the integrated ERP system, so the first item from the change event is duplicated with a $0 amount to represent that this line item had a $0 value at the time the prime contract was agreed upon.

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How this looks on the Owner's Invoice

Since both the prime contract's schedule of values and the change order's schedule of values are reflected on Procore's invoice, line items from both sources appear on the owner's invoice:

  • Line 7 Below. The $0 line item reflects the line item on the prime contract's SOV. 
  • Line 8-9 Below. The $1,500.00 and $5,000 line item reflects the actual amount of the line item on the change order.  

invoice.png

When creating an invoice, most users choose to disregard the $0 line item on the prime contract. They also teach their project users to bill against the actual amount for the line item on the change order.  

Can I hide the $0 line item so it doesn't appear on the owner invoice?

No. Currently, Procore does not provide ERP-synced projects with a function to hide a $0 line item from an owner invoice. The $0 line item appears on both the Detail tab and on the Configurable PDF tab on the invoice.

Is there a workaround for $0 line items on an invoice?

While you cannot hide $0 line item on the Detail tab, you can follow the steps below to create groups that consolidates the duplicate change order line items with their associated PCCO by assigning them to the same Billing Group and Billing Code.

  1. Navigate to the project's Prime Contract tool.
  2. Locate the prime contract to edit. Then click View.
  3. Click the Invoices tab. 
  4. Locate the invoice that you want to customize in the list. Then click View
  5. Click the Configurable PDF tab.
  6. Click the Add Group box. Then choose Create Groupcreate_group.png
  7. Click Add Billing Group, and enter a custom group name. For example: Category
  8. Click Add Bill Code, and enter a code for each PCCO. For example: PCCO 01, PCCO 02, and so on…
  9. Close the Custom Group Window and return to the Configurable PDF page.
  10. Click the Add Group box again and select the previously created Custom Group.
  11. In the dropdown menus next to each line item, select the appropriate category. The original SOV items are left unspecified in the example below but they can be aggregated into their own bill code or group if desired.
    categorized.png

Once a billing group is selected and/or a billing code is assigned to a line item, Procore will remember these selections and will carry them forward to the next invoice. There is no need to assign Billing Groups and Bill Codes every time. You will only need to perform this task again for newly added Invoice line items (such as PCCOs).

Note: Every Custom Group created adds a column to the Configurable PDF Invoicing view.  Columns cannot be hidden or edited.