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Procore

Edit a Commitment Synced with Sage 100 Contractor®

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 Project Permissions 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 change order.
    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 line items on the change order's SOV is created from line items on the change event.
  4. Complete the following information:
    • Number
      This field automatically populates based on the number of change orders already created. By default, the number will automatically increment by one. 
       Tip
      How does Procore assign numbers to commitment change orders? To learn more, see How are commitments, contracts, fundings, and changes numbered in Procore?
    • Revision
      This field displays the change order's revision number. When a change order is first created, its revision number is zero. A change order 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 change order. Procore's default status is Pending-In Review.
       Note
      Which statuses are available with commitment change orders? For details, see What are the default statuses for change orders in Procore?
    • 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 Procore Administrator. Set the Default Change Management Configurations.
    • 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 change order were approved.
    • Location
      Use the location drop-down menu to select a location the [item] impacts. Either select from the predefined locations, or see How do I add a multi-tiered location to an item? 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 zero (0) dollar line item will be added to the commitment's Schedule of Values. If your project is not integrated with ERP, you can skip this action and create the change order. 
    • Attachment
      Attach any relevant documentation. Note: If there is an associated Request for Quote (RFQ) and the reviewer has attached any documentation to his or her RFQ response, the Change Events tool can be configured to add those attachments to new change orders. See Configure Advanced Settings: Change Events.
  5. Click Create. The Schedule of Values for the change order will be created from the change event line items. You can click into the Schedule of Values tab 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®.

See Also