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Procore

Why isn't the 'Job to Date Costs' column in the budget matching our subcontractor invoice amounts?

Answer

If you are working in an older Procore project that is NOT using the ERP version of 'Job to Date Costs', you might notice that the 'Job to Date Costs' column in your project's budget does not match the amounts in your subcontractor invoices.

Prior to releasing the subcontractor invoice function, Procore users performed billing with the Draw Requests tool. The Draw Requests tool did not provide project teams with the ability to invoice change order by line item. When a change order included in a 'draw request' was shown, it was billed as a lump sum amount and as a single line item. When Procore released the Invoicing tool's subcontractor invoices feature, adding change orders to an invoice required users to bill change orders by line item so they would be tied to a cost code. Any existing change orders included in a 'draw request' continued to be billed as a lump sum amount and as a single line item. 

In Procore's Budget tool, all line items must be associated with a cost code to appear as a line item on a budget. This includes the default 'Job to Date Costs' column, as well as the optional 'Invoices' column. Because some project's had existing change orders recorded on line items as lump sum amounts, those change orders cannot be included in the 'Job to Date Costs' column or the 'Invoice' column. This is because the lump sum amount cannot be tied to a cost code.

How do I know if my project was affected?

Your project is affected if any of the following apply:

  • You started your Procore project when the Invoicing tool was named the Draw Requests tool and created change orders that corresponded to your subcontractor invoices.

Your project is not affected if any of the following apply:

  • You started your Procore project when the Invoicing tool was named the Draw Requests tool, but you did not have any change orders that corresponded to your subcontractor invoices prior to switching to the Requisitions tool and then the Invoicing tool.
  • Your project started with the Requisitions or Invoices tool.

 

What should I do?

It is recommended that you create an additional budget view (see Set up a New Budget View) and remove the 'Job to Date Costs' and 'Invoices' columns. Then assign the new view to the affected projects. Because the following features do not report invoice values by cost code, you can continue to use the Commitment tool's Summary tab, custom report features, and 'Invoices to Date' report. 

See Also