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Materials User Guide (with Financials)

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Table of Contents

Overview

The Materials tool brings powerful, industry-leading materials management capabilities to the Procore platform for current and future Procore customers.

Materials includes core material management flows, including the following:

  • Gives customers insights into the supply chain;

  • Allows customers to receive and manage material inventory;

  • Enables issuing and tracking of materials as they are being moved or installed on the job site.

Considerations

  • Required User Permissions

  • Use of the Materials tool currently requires the following:

    • Locations created in the project's Admin tool.

    • If ordering materials in Procore, a subscription to Project Financials.

Project Setup

Materials are managed by project. You can use the Materials tool in a new project or an existing project. After your project is created, you need to create locations for your project, including where your materials will be stored.

  1. Create your project:

  2. Create locations in one of the following ways:

  3. Manually create storage locations, such as warehouses, by following these steps:

Process Diagrams

  • Order and Receive with Commitments

  • Manage Defects

Order and Receive with Commitments

Materials - Ordering and Receiving with Commitments

Manage Defects

Materials - Manage Defects
Project Setup
Create Materials Requirements

Create Materials Requirements

Background

 Note
The process for importing materials and creating material requirements is the same.

When managing your materials, you can import a list of the required materials to the Materials tool.

After you import your materials, a requirements document is automatically created for the scope of that work. After its finalized, required inventory quantities are updated, and you can create shipments and receipts to track orders placed outside of Procore.

To update an existing requirements document, upload a new version with the existing document's name in the 'Materials Requirements Document Name' column. The Requirements document will be updated to match your latest upload.

'Closing' a requirements document indicates that the scope of work is complete. The Materials tool automatically removes those 'Required' quantities from your inventory to ensure your stock levels accurately reflect the current and remaining needs of the project.

Things to Consider

  • Required User Permissions

  • The 'Quantity' in your imported file automatically updates the 'Quantity Required' field in the Inventory tab.

  • If the same materials are added with a different Unit of Measure (UOM), it will create a separate line item.

  • You can import a maximum of 20,000 rows per import.

  • Most errors cause the entire import to fail, requiring you to fix the errors and import again. However, if a document is in a 'Final' state, only items for that specific requirements document will fail, while the rest will import.

  • Inventory quantities are updated when a requirements document is finalized.

  • Creating a New Requirements Document

    • A new requirements document will be created when the 'Material Requirement Document Name' is unique.

  • Updating a Requirements Document

    • To update an existing requirements document, ensure the 'Material Requirement Document Name' for your new upload exactly matches the original.

    • All line items and required 'Quantities' are updated to match the new upload.

    • If line items are removed from the upload:

      • The items will be deleted from the Requirements document.

      • The items stay in your inventory, but the removed quantities are deducted from the 'Required Quantities' column.

Prepare Materials for Import

  1. Navigate to the project's Materials tool.

  2. Click the Requirements tab.

  3. Click the Import.

  4. Click Download Excel Template.

  5. Open the template in your spreadsheet software.

  6.  

    Fill out the template with the materials you want to import. Show/Hide Fields

    Important

    If the same materials are added with a different Unit of Measure (UOM) it will create a separate line item in your inventory.

    For example, if you create a line item for sheet metal with a UOM of cubic feet, and another line item for sheet metal with a UOM of each, it will create two separate line items for sheet metal in your inventory.

    • Material Needs Document Name. The name of your materials requirements (or scope) document.

    • Required On Site Date. Must be in the format of MM/DD/YYYY.

    • Item Name. The name of the material.

    • Item Description (Optional). The description of the material.

    • Quantity. The quantity of the materials required.

    • UOM. The unit of measurement for the quantity.

    • Custom Field (Optional). Custom fields that you want to add to the materials. Rename any 'Custom Field' column headers to your preferred labels before importing. Columns with unchanged headers will not be imported.

       Note
      To update an existing requirements document, ensure the Material Requirement Document Name for your new upload exactly matches the original.

  7. Save the file.

Import Materials

  1. Navigate to the project's Materials tool.

  2. Click the Requirements tab.

  3. Click Import.

  4. Attach the file.

    • Click Attach Files and select the prepared Materials import template. Then click Open.

    • Drag and drop the prepared Materials import template from your desktop to the 'Drag and Drop' section.

  5. Click Upload.

Review and Submit Requirements

  1. Navigate to the project's Materials tool.

  2. Click the Requirements tab.

  3. Click the 'Draft' requirements document you imported.

  4. Review the requirements document.

  5. Click Submit.

Next Steps

See Also

 

Finalize Materials Requirements

Background

 Note
The process for importing materials and creating material requirements is the same.

When managing your materials, you can import a list of the required materials to the Materials tool.

After you import your materials, a requirements document is automatically created for the scope of that work. After its finalized, required inventory quantities are updated, and you can create shipments and receipts to track orders placed outside of Procore.

To update an existing requirements document, upload a new version with the existing document's name in the 'Materials Requirements Document Name' column. The Requirements document will be updated to match your latest upload.

'Closing' a requirements document indicates that the scope of work is complete. The Materials tool automatically removes those 'Required' quantities from your inventory to ensure your stock levels accurately reflect the current and remaining needs of the project.

Things to Consider

  • Required User Permissions

  • Requirements with 'Final' status:

    • You can only attach files, add notes, or add custom fields to finalized requirements.

    • 'Required' quantities are added to your inventory.

  • Requirements with 'Closed' status.

    • 'Required' quantities are removed from your inventory to ensure your stock requirements accurately reflect the current and remaining needs of the project.

Steps

  1. Navigate to the project's Materials tool.

  2. Click the Requirements tab.

  3. Click the 'Ready for Review' requirements document.

  4. Click Finish Review and select Mark as Final.

See Also

 

Overview

Overview

Materials works with the Commitments tool to automatically pull in purchase orders and commitment change orders. Materials listed in the change or purchase order's schedule of values (SOV) are available for receiving and inventory management in the Materials tool.

For commitment change orders or purchase orders to appear in the Materials tool, the following information must be included in the order:

  • An 'Approved' status.

  • A completed schedule of values (SOV) including the following information for each line item:

    • Description

    • Unit of Measure (UOM)

Once in the Materials tool, the following information about the order is available:

  • Order name

  • Description

  • Vendor

  • Estimated Delivery Date

  • Line Items and their Quantities

Create a Purchase Order

Background

In Procore, a Purchase Order (PO) is a documented financial commitment that details the types, quantities, and agreed-upon prices for products or services. As part of the procurement process, purchase orders are created by a 'buyer' (for example, a general contractor) and issued to a 'seller' (for example, a subcontractor) to cover the cost of a contract. Once accepted by the 'seller,' a purchase order represents an agreement between the two parties

Things to Consider

  • Required User Permissions:
    • To create a purchase order and see/enter data on the Schedule of Values (SOV) tab:
      • 'Admin' level permissions on the project's Commitments tool. 
        OR
      • 'Standard' level permissions on the project's Commitments tool and the 'Allow Users to See SOV Items' setting must be enabled and your name must be selected in the 'Select a Person' drop-down list.

  • For companies using the icon-erp-synced2.png ERP Integrations tool: Prerequisites, requirements, limitations, and considerations might apply depending on the ERP system your Procore account is integrated with. Visit Things to Know about your ERP Integration for details.

Steps

  1. Navigate to the project's Commitments tool.
  2. On the Contracts tab, click the Create button and choose Purchase Order from the drop-down list. 
     Note
    • The Create button is available when you are viewing the Contracts and Recycle Bin tabs. New purchase orders are always added to the Contracts tab. 
    • The Export button is only available on the Contracts tab. To learn more, see Export a Commitments List.
      clipboard_e679c2961083dc4b222f7a76004a53615.png
     
  3. Continue with the next steps:

Add the Basic Information

Update the basic information as follows:

clipboard_e030978fceda67cd0a0354dde11ab515b.png

 Notes
  • There are no required fields when adding the basic information. 
  • If you click the Create button without completing any data entry, Procore saves the contract, lists you as the creator, and automatically places it in the Draft status.
  • Contract Number
    To number your contract(s), choose from these options:
    • If you number your contracts using a sequential numbering system, you can enter any combination of alpha-numeric characters in this box. For subsequent contracts, Procore automatically applies consecutive numbering in ascending order.
      Example

      The examples below show you how Procore's ascending consecutive numbering works:

      • If the previous contract was 1, the next contracts are 2, 3, and so on.
      • If the previous contract was PC-0001, the next contracts are PC-0002, PC-0003, and so on.
      • If the previous contract was DCA00010-12-G-0001, the next contracts are DCA00010-12-G-0002, DCA00010-12-G-0003, and so on.
    • If you do NOT number your contracts using sequential numbering, you can manually enter a unique number for each purchase order. To do this, type over the existing entry in the Number box. Duplicate contract numbers are NOT permitted.
       Notes
  • Contract Company
    Select the company responsible for fulfilling the Purchase Order (for example, American Construction Co.).
    Notes:
  •  
  • Title
    Type a descriptive name for the contract.
     Notes
  • Optional: Sign with DocuSign®
    Move this toggle to the right to collect signatures with the Procore + DocuSign® integration. To learn how to activate the integration in Procore, see Enable or Disable the DocuSign® Integration on a Procore Project. 
     Tip
    How do you collect signatures with DocuSign? After the data entry for the item is complete, Procore recommends changing the item's status to 'Out for Signature' before clicking the Complete with DocuSign button to launch the DocuSign® application. If you have not previously signed in, you will be prompted to Log In to DocuSign®. Once you are signed in, you can prepare the DocuSign® envelope for signatures. After the signature process is complete, Procore automatically changes the status of the item to 'Approved' and marks the item as 'Executed'. To learn more, see DocuSign®.

Update the General Information

Update the contract with more general information:

clipboard_e3aaf8378daf1c7084a085c175d107ccd.png

  • Status
    Procore automatically assigns contracts the 'Default' status. To select a different status, choose one of the status labels from the drop-down list. Options include 
     Note
    To create change orders and invoices, your contract's status must be set to Approved or Complete.
  • Executed
    Place a mark in this check box if the contract has been fully executed. A fully executed contract is a legally effective agreement that has been signed by authorized representatives for each party.
     Notes
    • Many Procore users choose to place a checkmark in the 'Executed' box when placing the purchase order into the  'Approved' or 'Complete' status.
    • The time at which your project team places a checkmark in the 'Executed' box should always be aligned with your project's unique business process 
  • Default Retainage
    Enter a number to represent the percentage that will be withheld as retainage on the line items of the contract's Schedule of Values. For example, if you plan to withhold ten (10) percent of the line item's value, enter 10%.
     Notes
  • Bill To
    Enter the business contact information for the party paying for the order. Procore uses this information to auto-populate the 'Bill To' address on any invoices created for this order. 
  • Assigned To
    Enter the name of the individual assigned to the Purchase Order.
  • Payment Terms
    Enter the payment terms. For example, Net 30, Net 45, and so on.
  • Ship To
    Enter the business contact information for the shipping destination. Procore uses this information to auto-populate the 'Ship To' address on any invoices created for this order. Keep in mind this address may be different from the 'Bill To' address. For example, you may choose to have the order delivered directly to the job site or to an off-site staging location.  
  • Ship Via
    Enter the shipping method for the order. For example, Air, International, Ocean, Truckload, Train, and so on. 
     Note
    The 'Ship Via' field is a free-form text field, so you can enter the appropriate shipping method, carrier, and/or tracking number for the order. 
  • Description
    Enter a more detailed description of the prime contract. You can apply the options in the formatting toolbar to your text. 

Update the Contract Privacy

Using the privacy setting allows only project admins and the select non-admin users access. To change the contract's access permissions, do the following:

  1. Check or Uncheck the 'Private' box. Procore turns this setting ON by default. 
  2. Select an employee of the 'Contract Company' from the Invoice Contact drop-down list. 

Update the Contract Dates

To update the contract with important dates, do the following:

clipboard_ed8479a3ea68e96e93bb459aa6a08b9ab.png

 Notes
  • Signed Purchase Order Received
    Select the date the executed purchase order was received.
  • Contract
    Select the contract date for the order. 
  • Delivery
    Select the expected or actual delivery date for the order.
  • Issued On
    Select the date the order was issued by your company.

Set the Accounting Method

The first step when updating a Schedule of Values is to define the accounting method for the contract. The method you choose also applies to all change orders and/or invoices for that contract. The accounting method can only be changed BEFORE you add line items to an SOV. Procore does NOT permit you to change a contract's accounting method after line items are added. 

 Tips
  • What's the difference between the Amount Based and Unit/Quantity Based contract? For details, see How do I set the accounting method for a contract or funding?
  • Is the contract's accounting method automatically applied to a contract's change events? No. If you want your team to enter Unit/Quantity amounts on change events, you must mark the 'Display UOM, Revenue Qty, Revenue Unit Cost, ROM Unit Qty, and ROM Unit Cost Columns' check box in the Configure Settings page of the Change Events tool. See Configure Settings: Change Events.
  • Is the contract's accounting method automatically applied to a contract's change orders and invoices? Yes. If you choose an Amount based contract, Procore generates Amount based change orders and invoices. Similarly, an Unit/Quantity based contract produces Unit/Quantity Based change orders and invoices.
  • Does a contract's PDF export file reflect the contract's accounting method? Yes. If you choose an Amount based contract, the PDF export file is Amount based. Similarly, an Unit/Quantity based generates a Unit/Quantity Based PDF export file. If you have an Amount based contract and want to include Unit/Quantity information in the PDF export file, your company's Procore Administrator must Request Services from Custom Solutions.
  • To change the accounting method to Unit/Quantity, click the Change to Unit/Quantity button. 
  • To change the accounting method back to Amount-Based, click the Change to Amount Based button. 

Update the Schedule of Values

There are two (2) method for updating the purchase order's SOV:

Add Line Items to the Schedule of Values

By default, you can input line items on the purchase order's SOV at any time, as long as it is NOT in the 'Approved' status.

 Note
If your project team has turned the 'Enable Always Editable Schedule of Values' configuration setting ON in this tool, users with the required user permission to Edit Purchase Orders can add line items to the Schedule of Values when a purchase order is in any status. To learn specific information this setting, see What is the 'Enable Always Editable Schedule of Values' setting?

To manually add line items to the Schedule of Values:

clipboard_e23067c88bc1294f4fdd1e98233467420.png

  1. Choose from these options:
    • If the SOV is blank, click Add Line under 'You Have No Line Items Yet'. 
      OR
    • If you have existing line items, click Add Line. 
      Procore creates new line items starting with the number '1'. Subsequent lines are created in numerical order. 
  2. Designate a budget code for the new line item. You have these options:
    • To assign an existing budget code to the line item, start typing a code in the Search box and select the matching code from the list. 
      OR
    • To create a new budget code for the line item, click the Create Budget Code button. Next, select the appropriate segment items from the drop-down list(s) to satisfy your project's budget code pattern requirements. Then, click Create.
  3. Depending on the accounting method you are using, choose the appropriate steps for adding a line item:
    • For an Amount-Based contract: 
      An Amount-Based SOV requires this data entry:
      • #
        Procore automatically enters a line item number in sequential order. 
      • Change Event Line Item
        If you have change events enabled, you can select a change event line item if the commitment needs to be linked to a change event.
      • Budget Code
        Select a budget code from the list or click Create Budget Code to create a new one. See What is a budget code in Procore's WBS? 
      • Description
        Enter a description for the line item. For example, type: Monthly Service Fee
      • Amount
        Enter the amount of the cost.
      • Billed to Date
        The system automatically calculates the amount billed on the commitment up to the current date.  
      • Amount Remaining
        Enter the amount that has NOT been billed to the current date. 
      • Tax Code
        Enter a tax code to use for this line item. This field only appears if you have enabled the tax codes feature. See How can I use tax codes on a project?
    • For a Unit/Quantity Based contract:
      A Unit/Quantity Based SOV requires this data entry: 
      • #
        Procore automatically enters a line item number in sequential order. 
      • Change Event Line Item
        If you have change events enabled, you can select a change event line item if the commitment needs to be linked to a change event.
      • Budget Code
        Select a budget code from the list or click Create Budget Code to create a new one. See What is a budget code in Procore's WBS? 
      • Description
        Enter a description for the line item. For example, type: Monthly Service Fee
      • Qty
        Enter the number of units.
      • UOM
        Enter the Unit of Measure (UOM).
         Note
      • Unit Cost
        Enter the Unit Cost in the box provided.
      • Amount
        The system automatically calculates the subtotal for you, based on the Qty, UOM, and Unit Cost entries. 
      • Billed to Date
        The system automatically calculates the amount billed on the commitment up to the current date. 
      • Amount Remaining
        Enter the amount that has NOT been billed to the current date. 
      • Tax Code
        Enter a tax code to use for this line item. This field only appears if you have enabled the tax codes feature. See How can I use tax codes on a project?
  4. Optional: Repeat the steps above to add as many line items as needed. 
  5. Click Save. 
    Procore saves the line items on the contract's SOV. 
Import Line Items to the Schedule of Values from a CSV File
  1. In the 'Schedule of Values' card, click the Import SOV from CSV button. 

    clipboard_e088d24eb2718b35ef664d0d537aec79e.png
     
  2. Click the Download CSV Template button and choose one of these options:
    • Blank Template. Click this option to download a blank template. 
      OR
    • Template with Existing Line Items.  Click this option to download a template that includes any existing line item data from your project's budget. 
       Note
      • Procore downloads a CSV template file to your web browser's file download location.
      • The name of the file is: TBD
  3. Open the template that you downloaded on your computer. 
  4. Enter the data that you want to upload directly into the template. 
     Important
    Do NOT change or rearrange the Column Headings in the template file. 
  5. After entering your line item data, make sure to save your file updates in the 'Comma Separated Values' file format. 
  6. Navigate back to Procore. Then, in the 'CSV File' section, choose one of these options:
    • Click Upload File. 
      OR
    • Use a drag-and-drop operation to move the template you just updated into the 'CSV File' section. 
  7. Choose one of these options:
    • Add Additional Line Items. Choose this option if you want to create new line items using the data in your template.
      OR
    • Replace Existing Line Items. Choose this option if you want to erase any existing line items from the prime contract and replace them with data in your template. 
       Note
       If the 'Enable Always Editable Schedule of Values' configuration setting is turned ON in the project's Commitments tool, the 'Replace Existing Line Items' option is grayed out and unavailable for use once an invoice is created and line items are billed. To learn more, see What is the 'Enable Always Editable Schedule of Values' setting?
  8. Click Import. 

Attach Files 

To add file attachments to the contract:

  1. On the 'Attachments' card, click Edit.
  2. Click Attach Files. 
  3. In the 'Attach Files' dialog box, highlight the location where the files to upload are stored. Options include:
    • My Computer. Click Upload Files to open your computer's finder. Select the files to upload and click Open. 
    • Photos. If the Photos tool is active on the project, choose the location from the Select Album list and then search for the file(s) to upload. 
    • Drawings. If the Drawings tool is active on the project, choose the area from the Select Area list and then search for the file(s) to upload. 
    • Forms. If the Forms tool is active on the project, choose the template from the Select Template list and then search for the file(s) to upload. 
    • Documents. If the Documents tool is active on the project, navigate to the folder storing the file(s) to upload and then highlight them. 
  4. Click Attach. 

    clipboard_e25b6d2f5dc52e208f088a7ba6fbc2a59.png

    A progress indicator shows you the status of the upload. 
  5. Click the Close (X) icon on the Attach Files dialog box.  

Save the Contract

To save the contract, click one (1) of these buttons:

  • Create. Click this button to save the new contract and return to the 'General' tab in view mode. 
    OR
  • Complete with DocuSign®. Click this button to launch the Procore + DocuSign® integration and prepare the envelope for signature. To learn more, see DocuSign®.
    OR
  • Cancel.

 

Create a Change Order (CCO)

Objective

To create a commitment change order. 

Background

In Procore, purchase orders and subcontracts are called commitments. A commitment is a contractual agreement between a buyer (for example,  a project owner, a general contractor, or a specialty contractor) and a seller (for example, a contractor, a subcontractor, or a vendor). The seller is responsible for completing project work or fulfilling an order for the buyer. When you need to alter the terms of the original agreement, you can create a commitment change order.

 Important

When the Change Events tool is enabled on a project

The process that you will use to create a commitment change order in Procore depends upon a few factors. First, if the Change Events tool is disabled on the project, you will use one of the processes below. Also, keep in mind that the number of steps required to create a commitment change order is dependent upon the change order tier setting that is configured on the project's Commitments tool. See Configure the Number of Commitment Change Order Tiers:

  • 1-Tier configuration:
    1. Create a commitment change order as described below. 
  • 2-Tier configuration
    1. Create a commitment potential change order 
    2. Create a commitment change order
 PROCORE INTERNAL USE ONLY

Although not recommended, Procore also supports a 3-Tier configuration: 

  • 3-Tier configuration
    1. Create a commitment potential change order
    2. Create a change order request
    3. Create a commitment change order

Things to Consider

Steps

Create a Commitment Change Order

If you have created a purchase order or a subcontract and need to alter the terms of that item, use the steps below to create a commitment change order.

  1. Navigate to the project's Commitments tool.
  2. Under Contracts, locate the commitment. Then click Edit.
  3. Click Create Commitment CO.
     Notes

    If the Change Events tool is enabled on your project, the Create Commitment CO button is not available. Follow these steps instead:



    create-commitment-change-event.png
  4. In the General tab, do the following:
    • Sign with DocuSign®
      If you have enabled the Procore + DocuSign® integration (see Enable or Disable the DocuSign® Integration on a Procore Project), a checkmark appears in this box by default. If you do NOT want to collect signatures with DocuSign®, remove the mark.
       Tip
      How do you collect signatures with DocuSign? After the data entry for the item is complete, Procore recommends changing the item's status to 'Out for Signature' before clicking the Complete with DocuSign button to launch the DocuSign® application. If you have not previously signed in, you will be prompted to Log In to DocuSign®. Once you are signed in, you can prepare the DocuSign® envelope for signatures. After the signature process is complete, Procore automatically changes the status of the item to 'Approved' and marks the item as 'Executed'. To learn more, see DocuSign®.
    • 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 Can I customize the numbering system for financial objects in Procore?
    • Revision
    • 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. 
    • Date Created
      Automatically populates with the date that you create the commitment change order. The date cannot be changed.
    • Created By
      Automatically populates with the name of the user who is creating the change order. 
    • Contract Company
      Automatically populates with the name of the subcontractor or vendor listed on the subcontract. This field is only available for subcontracts.
    • Contract
      Automatically populates with the name of the contract for which the change order is being created. This field is only available for subcontracts.
    • Title
      Enter a name for the change order. The maximum character limit is 255 characters. 
       Important
      If you are using an integrated ERP system, the maximum character limit for the 'Title' field on a commitment is different for each system. For a list of each system and its limitation, see What is the maximum character length for a commitment's 'Title'?
    • Status
      Select a status for the change order. To learn more, see What are the default statuses for change orders in Procore?
    • Private
      Mark this checkbox to make the change order visible only to users with 'Admin' level permissions on the Commitments tool. 
    • Change Reason
      Select one of these reasons for the potential change order: Client Request, Design Development, Allowance, Existing Condition, or Backcharge. To learn how to configure change reasons, see Set Default Change Management Configurations.
    • Accounting Method
      This field inherits the accounting method that was specified in the contract.
    • Due Date
      Select a due date for when the change order must be approved by. 
    • Invoiced Date
      Select the date when the change order was invoiced.
    • Designated Reviewer
      Select the Procore project user at your organization who will be responsible for approving or rejecting this change order later. See Approve or Reject Commitment Change Orders.
       Important
      • The 'Designated Reviewer' can submit an approve or reject response only when a change order is in the Pending - In Review status. 
      • To send an email notification to the 'Designated Reviewer' to notify that person that a change order is awaiting their response, you have these options:
        • You can forward the prime contract change order to the 'Designated Reviewer' by email. See Forward a Change Order to a Project User by Email. 
          OR
        • The pending change order will also be listed in the 'My Open Items' area in the project's Home page. The user can check this page at any time. 
      • After the 'Designated Reviewer' submits an approve or reject response, the 'Reviewer' field (directly below the 'Designated Reviewer' field) shows the date/time stamp of that users response. The 'Reviewer' field is only visible to the 'Designated Reviewer.'
    • Request Received From
      Select a user from the project's directory who you are submitting the change order on the behalf of. 
    • Description
      Enter a detailed description of the change order.
       Notes
      • If you are exporting the change order to Sage 300 CRE® and Integration by Procore, entries exceeding one thousand (1000) characters will be truncated during the export. 
      • If you will be exporting the change order to a different integrated ERP system, you can to enter an unlimited number of characters in Procore.
    • 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.
       In Beta
      Note to users participating in the 'Subcontractor Estimated Completion' limited release beta program. When a user places a change order in the 'Approved' status and it includes a value in 'Schedule Impact' field of the change order, Procore automatically updates the 'Estimated Completion Date' field in the commitment contract by the number of days entered. To learn more about this program, see Commitments: (Beta) Subcontractor Estimated Completion Date.
    • Location
      Use the location drop-down menu to select a location the [item] impacts. Either select from the predefined locations, or add a multi-tiered location. See 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 or documents that are related to the change order.
    • Executed
      Mark this check box if the change order has already been executed.
    • Field Change
      Mark this check box if the change order requires a field change.
    • Paid in Full
      Mark this check box if the cost is already covered in the budget.
    • Attachments
      Select and add any relevant documents.
  5. Click Create or Create & Email to send the change order to any users listed as 'Reviewers'. 

Add a Schedule of Values (SOV) to the Change Order

If there are costs associated with the change order, add line items to the change order's Schedule of Values (SOV). add-commitment-schedule-of-values.png

  1. Click the Schedule of Values tab.
  2. Click Edit.
  3. Click Add Line. 
    • Prime Contract Line Item
      Select a line item from the drop-down list. If there is no line item that fits, select Not Budgeted. 
    • Change Event Line Item
      Select a change event line item from the drop-down list. 
    • Sub Jobs
      If the Sub Jobs feature is enabled on your project, select one from the list. See Enable Sub Jobs on Projects for WBS.
    • Budget Code
      Select a budget code from the drop-down list. See What is a budget code in Procore's WBS? 
    • Description
      Type a description for the new change order. 
    • Cost Amount
      Enter an amount in the box. 
    • Optional: Tax Codes
      If you are using tax codes with this project, select a tax code to use for the line item.
       Tip
      Don't see the Tax Codes field? This field only appears when the tax codes feature is enabled on the Procore project. See How can I use tax codes on a project?
  4. Click Add
  5. Repeat these steps for each line item. 
  6. Click Save.
 Note

For Companies That Have Enabled the ERP Integrations Tool

After the commitment change order is placed into the 'Approved' status in the Commitments tool, project managers will typically send the change order to the ERP Integrations tool where it must be accepted by an accounting approver for export to the integrated ERP system. For instructions, see Send a CCO to ERP Integrations for Accounting Acceptance. 

See Also

 

 

Overview

Overview

After your orders have been placed in the Commitments tool, materials listed in the Schedule of Values (SOV) are available for receiving and inventory management in the Materials tool.

Create a Shipment

Background

You can use Procore to manage materials for your project. From the Materials tool, you can create shipments to track the materials you have ordered. You can create shipments for orders you placed outside of Procore, or from approved commitment change orders or purchase orders made in Procore's Commitments tool.

Things to Consider

  • Required User Permissions

  • Once submitted, you can only add files, notes, or custom fields to your shipment.

  • Submitted shipments cannot be deleted.

Prerequisites

  • Materials must be listed in your inventory using one of the following methods:

Steps

  1. Navigate to the project's Materials tool.

  2. Click Create and select Shipment.

  3.  

    Enter the shipment information. Show/Hide Fields

    • Shipment Name. The name of the receipt.

    • Associated Purchase Order. The associated purchase order that was created in the Commitments tool.

    • Vendor. The vendor supplying the materials.

    • Estimated Delivery Date. The date you expect the items to be delivered.

    • Delivery Location. The location where you expect the delivery.

    • Notes. Any notes related to the shipment.

    • Attachments. Upload any attachments related to the receipts.

      1. Click Attach File.

      2. Select the file and click Open to attach it.

  4. Add Items to Include in the Shipment.

    • Click Add All Order Items to include all items from the associated purchase order.

    • Click the search bar to add items from the associated purchase order. If no purchase order has been associated with the shipment, you can add any ordered material to the shipment.

    • Optional: Click the delete Icon Delete Trash6 icon to delete the line item.

  5. Save or submit the receipt.

    • Click back to the Materials main menu to save the receipt as a Draft.

    • Click Submit to finalize the shipment.
      Note: You can only attach files, add notes, or add custom fields to submitted shipments. Submitted shipments cannot be deleted.

Next Steps

See Also

 

Create a Receipt

Background

You can use Procore to manage materials for your project. From the Materials tool, you can create receipts to track the materials you have received, and any defects. You can create receipts for orders placed outside of Procore, or approved commitment change or purchase orders made in Procore's Commitments tool.

Things to Consider

  • Required User Permissions

  • If you selected an Associated Purchase Order, line items are filtered to the purchase order.

  • If you selected an Associated Shipment, you can only add the items in the shipment, not the entire purchase order.

  • When splitting line items, the item quantities will always equal the total quantity received.

  • Defect Creation

    • Defects are automatically created when a receipt is Finalized.

    • If the quantity received is less than the the quantity expected, a Short defect is created.

    • If the quantity received is more than the quantity expected, an Overage defect is created.

    • If the condition for items marked as Damaged or Unacceptable a defect is created.

Prerequisites

Steps

  1. Navigate to the project's Materials tool.

  2. Click Create and select Receipt.

  3. Enter the Date Received.

  4.  

    Enter the receipt information. Show/Hide Fields

    • Receipt Name. The name of the receipt.

    • Associated Purchase Order. The associated purchase order that was created in the Commitments tool.

    • Associated Shipment. The associated shipment that was created in the Materials tool.

    • Shipment Reference . A reference number provided by the vendor.

    • Receiving Location. The receiving location, which is automatically applied as the storage location for each item on the receipt. Storage locations can be updated later.

    • Received By. The user in your project's Directory who received the shipment.

    • Attachments. Upload any attachments related to the receipts.

      1. Click Attach File.

      2. Select the file and click Open to attach it.

    • Custom Field. A custom field specific to the receipt.

      1. Click Create Custom Field.

      2. Enter the Field Name.

      3. Select the Field Type.

      4. Click Create.

      5. Enter the information into the field.

  5.  

    Enter the line item information. Show/Hide Fields

    1. Add Line Items

      • Click Add All Order Items to include all items from the associated purchase order.
        Note: If you select an Associated Shipment, this option is not available. Instead, you may only add the items in the shipment.

      • Click Add All Shipment Items to include all items from the associated shipment.

      • Click the search bar to add items from the associated purchase order or shipment.
        Note: If no purchase order or shipment has been associated with the receipt, you can add any ordered material to the receipt. However, it will not update remaining quantities for any orders or shipments.

    2. Optional: Click the delete Icon Delete Trash6 icon to delete the line item.

    3. Enter the Quantity Expected.
      Note: If there is an associated purchase order, this field is automatically set to the quantity left to receive.

    4. Enter Quantity Received.

    5. Update the Condition and Storage Location.

      1. Click the condition field for the item and select its condition.

        • Acceptable

        • Damaged

        • Unacceptable

      2. Click the storage location for the item and select a new location.

      3. Line items are automatically saved. If needed, click Close.

        Splitting Line Items for Condition or Location

        You can split line items, either to indicate some of the received quantities are not in acceptable condition, or to allocate quantities to different storage locations.

        1. In the line item's row, next to the storage location, click the add Icon Plus icon.
        2. Enter the Condition of the items.
        3. Enter the Quantity of those items.
        4. Enter the Storage Location for those items.

  6. Save or submit the receipt.

    1. Click Save as Draft to save the receipt as a draft.

    2. Click Submit to submit the receipt for approval.

Next Steps

See Also

 

Review and Finalize Receipts

Things to Consider

  • Required User Permissions

  • A receipt must be submitted before it can be reviewed and finalized.

  • When a receipt is finalized, the status is changed to 'Final'.

  • After a receipt has been finalized, you cannot change the status or edit core details. However, you can still add notes, attach files, or update custom fields.

  • Finalizing a receipt updates each item’s 'Quantity Received' and 'Quantity Available' inventory count.

  • The received amount cannot exceed the ordered or shipped quantity. To receive more than the ordered or shipped quantity, an overage must be created on the receipt to account for the extra materials.

  • Defect Creation

    • Defects are automatically created when a receipt is Finalized.

    • If the quantity received is less than the the quantity expected, a Short defect is created.

    • If the quantity received is more than the quantity expected, an Overage defect is created.

    • If the condition for items marked as Damaged or Unacceptable a defect is created.

  • For Customers using Project Financials:

    • To finalize a receipt, you must also have 'Standard' level permissions or higher to project's Commitments tool.
      Notes:

      • 'Standard' users can only finalize receipts during an open billing period because the system automatically generates an invoice.

      • 'Admin' users can finalize receipts in any existing billing period, whether it is open or closed.

Steps

  1. Navigate to the project's Materials tool.

  2. Click the Receipts tab.

  3. Click the receipt number.

  4. Click Finish Review.

    1. Select Move back to Draft if there changes that need to be made to the receipt.

    2. Select Mark as Final to finalize the receipt.

See Also

 

Issue Materials

Background

Once you have available quantities of materials in your inventory, you can issue them for use. This helps track which materials are available and which have been issued for installation.

Things to Consider

  • Required User Permissions

  • Users must be added to your project's Directory to appear in the 'Issued to' field.

  • After you submit a direct issue document and the status is 'Final', you can only edit the following fields:

    • Attach files

    • Custom Fields

    • Notes

  • 'Available' and 'Issued' quantities are updated when you submit the direct issue document.

Prerequisites

  • Materials must have a 'Quantity Available' in inventory to be issued:

Steps

  1. Navigate to the project's Materials tool.

  2. Click the Inventory tab.

  3. Mark the checkbox next to the materials you want to issue.

  4. Click Add to New Document and select Direct Issue.

  5. Enter the general issue document information.

    Show/Hide Fields

    • Direct Issue Name. The name of the direct issue document.

    • Issued to. Select the user in your project's Directory to issue the materials to.

    • Notes. Notes about the direct issue document.

    • Attachments. Upload any attachments related to the direct issue document.

      1. Click Attach File.

      2. Select the file and click Open to attach it.

  6. Enter the issue information for each line item.

    Show/Hide Fields

    1. Enter the Quantity of items to issue from each location, or click Add All to issue all quantities from that location.

    2. Enter any Notes.

  7. Save or submit the direct issue document.

    1. Click Save as Draft to save the it as a draft.

    2. Click Submit to submit it as final.

See Also

 

Invoicing

After a receipt is posted, a draft subcontractor invoice is automatically created in Procore's Invoicing tool. Complete the invoice by following these steps:

  1. Navigate to the Commitments tool.

  2. Click the commitment number to locate the invoice.

  3. Click the Invoices tab.

  4. Click the invoice number.

  5. Click Edit for any section you want to edit. For a list of all available fields and to complete the invoicing process, start at step 2 of Create a Subcontractor Invoice on Behalf of an Invoice Contact. 

     Important
    Procore recommends that you do NOT manually create invoices for materials, as it will create a duplicate. The invoice automatically generated from the receipt cannot be deleted.
Issue Materials
Resolve Defects

Resolve Defects

Background

If you receive materials that are unacceptable, damaged, over, or short, Procore creates a 'defect' once you finalize the receipt. This allows you to track and resolve the issue directly within the Materials tool.

Things to Consider

  • Required User Permissions

  • A defect is generated when you finalize the item's receipt.

  • After you resolve a defect, the 'Quantity Available' for the line item is adjusted in your inventory based on your selection.

Prerequisites

Steps

  1. Navigate to the project's Materials tool.

  2. Click the Defects tab.

  3. Click the defect ticket number.

  4. Click Resolve for the line item.

  5. Select how the resolution impacts inventory.

    • Resolve and add to inventory.

    • Resolve without adding to inventory.

  6. Enter notes about how the issue was resolved.

  7. Click Resolve to finalize.

See Also

 

Create a Transfer

Background

If you need to move materials to a new storage location, you can create a materials transfer. If the status of materials changes during the transfer, 'Quantity Available' inventory counts are updated accordingly.

Things to Consider

  • Required User Permissions

  • You can have multiple line items with different locations in a single transfer.

  • After you submit a transfer and the status is 'Final', you can only edit the following fields:

    • Attach files

    • Custom Fields

    • Notes

    • Post Transfer Condition

  • 'Quantity Available' counts are updated when the transfer is submitted and the status is 'Final'.

  • Post-Transfer Item Condition

    • Quantities of 'Acceptable' materials are included in the 'Quantity Available' in your inventory.

    • Quantities of 'Damaged' and 'Unacceptable' Materials are excluded from the 'Quantity Available' in your inventory.

Prerequisites

Steps

  1. Navigate to the project's Materials tool.

  2. Click the Inventory tab.

  3. Mark the checkbox next to the materials you want to transfer.

  4. Click Add to New Document and select Transfer.

  5. Select Transfer.

  6. Enter the general transfer information.

    Show/Hide Fields

    • Transfer Name. The name of the transfer.

    • Notes. Notes about the transfer.

    • Attachments. Upload any attachments related to the transfer.

      1. Click Attach File.

      2. Select the file and click Open to attach it.

  7. Enter the transfer for each line item.

    Show/Hide Fields

    1. Select the From Location where you are transferring the materials from.

    2. Select the Pre-Transfer Condition.

      • Acceptable

      • Damaged

      • Unacceptable

    3. Enter the Quantity of items to transfer.

    4. Select the To Location where you are transferring the materials to.

    5. Select the Post-Transfer Condition.

      • Acceptable

      • Damaged

      • Unacceptable

    6. Enter any Notes.

  8. Save or submit the transfer.

    1. Click Save as Draft to save the adjustment as a draft.

    2. Click Submit to submit the adjustment as final.

See Also

 

View Inventory

Steps

  1. Navigate to the project's Materials tool.

  2. Click the Inventory tab.

  3. View Materials.

    • View by Item or Location
      ss - materials - items or locations

      • Click Items to see a total for each unique item.

      • Click Locations to see materials broken out by the location.

    • View Quantities (available in 'Items' view)

      • Quantity Required. How much material is currently required, based on 'Final' Requirements documents.

      • Quantity Ordered. How much has been ordered using the Commitments tool.

      • Quantity Received. How much has been received using receipts.

      • Quantity Issued. How much has been issued for use.
        Note: Issuing functionality is not yet available in the open beta.

      • Quantity Available. How much has been received, but not yet issued.

 

Create an Adjustment

Background

If the 'Available' inventory quantities in the Materials tool are inaccurate, you can make a manual correction by creating an adjustment.

Alternatively, if you imported materials, you can create an adjustment to add available quantities to the materials you imported.

Available quantities are updated when adjustments are finalized.

Things to Consider

  • Required User Permissions

  • You can have multiple line items with different kinds of adjustments in a single adjustment.

  • Adjustment Type controls whether quantities are added or subtracted from inventory.

  • Adjustment Reason will eventually be available in reporting.

  • Item Condition

    • 'Acceptable' Materials

      • Are added or removed from the 'Quantity Available' in your inventory when the adjustment is finalized.

      • You can only remove items with an 'Acceptable' condition, even if the item's Adjustment Reason is 'Damaged' or 'Unacceptable'.

    • 'Damaged' and 'Unacceptable' Materials

      • If you add 'Damaged' or 'Unacceptable' materials, the quantities are not added to the 'Quantity Available' count.

Prerequisites

  • Materials must be listed in your inventory by one of the following methods:

    • Import Materials

    • The Commitments tool was used to create a commitment change order or purchase order for materials, and includes the following information:

      • The status is Approved

      • The Schedule of Values (SOV) includes the following for each line item:

        • Description

        • Unit of Measure (UOM)

  • You must be in the Items view.
    ss - materials - items or locations

Steps

  1. Navigate to the project's Materials tool.

  2. Click the Inventory tab.

  3. Mark the checkboxes of the materials you want to adjust.

  4. Click the vertical ellipsis Icon Ellipsis Vertical in the bulk actions area, and select Create Adjustment.
    create-adjustment-ellipsis

  5. Enter the general adjustment information.

    Show/Hide Fields

    • Adjustment Name. The name of the adjustment.

    • Notes. Notes about the adjustment.

    • Attachments. Upload any attachments related to the adjustment.

      • Click Attach File.

      • Select the file and click Open to attach it.

  6. Enter the adjustment for each line item.

    Show/Hide Fields

    1. Select the Adjustment Type.

      • Add to Stock

        1. Select the Adjustment Reason.

          • True Up

          • Found

          • Repaired

        2. Select the Item Condition.

          • Acceptable

          • Unacceptable

          • Damaged

      • Remove from Stock

        1. Select the Adjustment Reason.

          • True Up

          • Lost

          • Damaged

          • Stolen

          • Scrapped

          • Recycled.

        2. Select the Item Condition.

          • Acceptable

    2. Select the Storage Location.

    3. Enter the Quantity of items to add or remove.

    4. Enter any Notes.

  7. Save or submit the adjustment.

    1. Click Save as Draft to save the adjustment as a draft.

    2. Click Submit to submit the adjustment for approval.

Next Steps

See Also

 

Finalize an Adjustment

Things to Consider

  • Required User Permissions

  • An adjustment must be submitted before it can be reviewed and finalized.

  • When an adjustment is finalized, the status is changed to 'Final'.

  • After an adjustment has been finalized, you cannot change the status or edit core details. However, you can still add notes, attach files, or update custom fields.

  • Finalizing an adjustment updates each item’s 'Quantity Available' inventory count.

Steps

  1. Navigate to the project's Materials tool.

  2. Click the Adjustments tab.

  3. Click the adjustment number.

  4. Click Finish Review.

    1. Select Move back to Draft if there changes that need to be made to the receipt.

    2. Select Mark as Final to finalize the receipt.

See Also