Skip to main content
Procore

Edit a Commitment Synced with Sage 100

Objective

To edit a commitment in Procore after its been synced with an integrated ERP system

Background

After the commitments on a project have been synced with Sage 100 Contractor, Procore automatically restricts your ability to edit synced fields on a commitment. This is to ensure that the data remains in sync on both systems. The fields that cannot be edited after a sync include:

  • Contract Company
  • Status
  • Schedule of Values (SOV) subtab (all fields)

On occasion, you may have a need to edit a synced commitment. The method that you use to edit a commitment will differ, depending upon whether or not you are making an official change to the terms of the commitment or if you are correcting a data entry mistake. 

Things to Consider

  • Required User Permissions:
    • To edit a purchase order or subcontract, 'Admin' level permission on the project's Commitments tool.
      OR
    • To edit a purchase order or subcontract as a user with 'Standard' or 'Read Only' level permission to the Commitments tool, the 'Update Purchase Order' and/or 'Update Subcontract' granular permission must be enabled on the permission template associated with your user account on the project. See Grant Granular Permissions in a Permission Template
  • Prerequisites:

Steps

Create a CCO from a Change Event

  1. Navigate to the project's Change Events tool.
  2. Select one or more change event line items you want to include in the CCO.
    Note: You can select line items across multiple change events. You can also use the Filter drop-down to filter by vendor.
  3. Choose Bulk Actions > Create a Commitment CO.
    Note: The Schedule of Values will be created from the change event line items.
  4. Fill out the following information:
    • Number: This field automatically populates based on the number of CCOs already created. By default, the number will automatically increment by one. However, you can manually enter a different number, if desired. (Note: If you manually enter a number, the next CCO that's created will automatically increment by one, based upon this specified value.)
    • RevisionThis field displays the CCO's revision number. When a CCO is first created, its revision number is zero. A CCO could have multiple revisions because of feedback from a reviewer/approver. 
    • Title: This field will automatically populate with the name of the change event.
    • Status: Select the current state of the CCO (the default status will be set to Pending-In Review):
      • Approved. The CCO has been approved. Costs are reflected as "Committed Costs" in the budget.
      • Draft. The CCO is in a draft state (i.e., it needs further modifications) before it can be submitted for review and approval. Costs are not reflected in the budget.
      • Pending - In Review. The CCO is currently being reviewed by an approver. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Not Pricing. The CCO is pending and is not actively being priced. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Not Proceeding. The CCO is pending and the work is not currently taking place. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Pricing. The CCO is pending and currently out for pricing. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Proceeding. The CCO is still pending and the work is being completed. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Revised. The CCO has been modified since its initial submission. Costs are reflected as "Pending Changes" in the budget.
      • Rejected.  The CCO has been rejected. Costs are not reflected in the budget.
      • No charge. There is no resulting charge from the CCO.
      • Note: These statuses reflect the budget in the ways listed above for the Procore Standard Budget View. To create or modify views, see "Set up a New Budget View" in the See Also section below.
    • Private. Check this box so only you and users with 'Admin' level access on change orders can view this change order.
    • Change Reason. The change reason field will populate with the change reason you selected in the change event; however, you can edit as necessary. Select the reason for the potential change order, either Client Request, Design Development, Allowance, Existing Condition, Backcharge, or any options customized by the Company Administrator (see "Set Default Change Order Configurations" in the See Also section below.).
    • Accounting Method. This field inherits the accounting method that was specified in the Prime Contract (e.g. Amount Based). 
    • Due Date. Enter the date the change order is due.
    • Invoiced Date. Enter the date the change order was invoiced.
    • Paid Date. Enter the date the change order was paid. 
    • Designated Reviewer. Select a user to review the change order. 
    • Request Received From. Select a user from the project's directory who you are submitting the potential change order on behalf of. 
    • Description. Enter in a more detailed description of the change order.
    • Schedule Impact. If known, you can provide an estimate of the number of additional days that would potentially be added to the current project schedule if the CCO were approved.
    • Location. Use the location drop-down menu to select a location the [item] impacts. Either select from the predefined locations, or see "Add a Multi-tiered Location to an Item" in the See Also section below. This location may be as general as the site location at the first tier or as specific as where on the site the contractor will be working at the second tier.
    • Reference. Reference any other tools, materials, drawings, or documents that are related to the potential change order. 
    • Executed. Check this box once the change order has been completed. 
    • Field Change. Check this box if the change order is a field change. 
    • Paid in Full. Check this box to indicate you have received payment for this change. 
    • Change Event Line Items. If your project is integrated with ERP, select a line item from the associated line item drop-down menu. If you select New Line Item, a 0 dollar line item will be added to the commitment's SOV. If your project is not integrated with ERP, skip to step #5. 
    • Attachment. Select and add any relevant documents.
  5. Click Create. The Schedule of Values for the CCO will be created from the change event line items. You can click into the Schedule of Values subtab to verify your line items. 

Create a CCO for a Synced Commitment

After syncing your Sage 100 Contractor system with Procore, it's recommended that you follow the designated commitment change order process when editing your project's commitments:

  1. Navigate to the Project level Commitments tool.
    This reveals the Commitments page. 
  2. In the list, locate the commitment to edit.
    Note: When a commitment has been synced with Sage 100 Contractor a green ERP banner appears in the Title cell of the commitment. 
  3. Click Create Commitment CO
    This opens the New Commitment Change Order page. 
  4. Modify any information as needed. 
    Important! If your company is using Sage 100 Contractor and you have synced your project's commitments, the following fields are marked read-only and cannot be edited in Procore unless the commitment is reset. See Request to Reset a Commitment Synced with Sage 100 Contractor.
    • Title
    • Contract Company
    • Status
    • Default Retainage
    • Schedule of Values (SOV) subtab
  5. Click Create & Email or Create.

Edit a Synced Commitment After Reset

Before using the steps below, complete the steps in Request to Reset a Commitment Synced with Sage 100 Contractor.

  1. Navigate to the project's Commitments tool.
  2. Locate the subcontract or purchase order in the List view. Then click Edit
    This reveals the details of the commitment.
  3. Modify any of the editable fields. To learn about the fields you can edit, see "Create a Subcontract" or "Create a Purchase Order" in the See Also section below.
  4. If you want to rearrange the line items in the SOV, see Rearrange SOV Line Items below. 
  5. When you are done with your edits, click Save.

Rearrange SOV Line Items 

You can rearrange SOV line items to organize your contract if you add in line items at a later date. 
Note: SOV line items can only be rearranged if a CCO has not been Approved or an Invoice has not been created.

  1. Navigate to the project's Commitments tool.
  2. Locate the subcontract or purchase order. Then click Edit
    This reveals the details of the commitment. 
  3. Click the Schedule of Values tab.
  4. Click  Edit.
  5. Rearrange the line items by hovering over the column on the left and the drag-and-drop the line item into its desired position on the schedule. 
  6. When you are done rearranging the items, click Save.

See Also