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Create a Prime Contract Change Order (PCCO) from a Change Event

Objective

To create a Prime Contract Change Order (PCCO) from a change event.

Background

If you have two tiers configured for change orders, you will create a Prime PCO from a change event. For more information, see "Create a Prime PCO From a Change Event" in the See Also section below. You will then create the PCCO from the Prime Contract tool. If you have one tier configured for change orders, you will be creating a PCCO. For more information on tier structure, see "What are the different change order tiers?" in the See Also section below.

You can create a PCCO either before or after the RFQ has been responded to. If you wait until after the RFQ has been responded to, the PCCO Schedule of Values will populate with amounts from the RFQ. 

Things to Consider

  • Required User Permission:
    • 'Standard' or 'Admin ' level permission on the projects' Prime Contract tool. 
      AND
    • 'Standard' or 'Admin' level permission on the project's Change Events tool.
  • Required Configuration Setting:
    • To complete the steps below, you must enable the 1-tier configuration setting for Prime Contract Change Orders. See "Configure the Number of Prime Contract Change Order Tiers" in the See Also section below. 
  • Prerequisites:
    • The Change Events tool must be enabled on the project. See Add and Remove Tools on a Project.
    • Your project's Prime Contract must be in the 'Approved' status. See "Approve a Prime Contract" in the See Also section below.
  • Additional Information:
    • After you create a change event, you can also create a Request for Quote (RFQ) to send to the affected subcontractor(s). See Create RFQs.
    • If your company has enabled the ERP Integrations tool, keep these items in mind:

      • QuickBooks
        • PCCO exports are not supported.
      • Sage 100 Contractor
        • PCCO exports are not supported.
      • Sage 300 CRE:
        • Title. The PCCO title must be 30 characters or less. 
        • Number (#). The PCCO number be five (5) characters or less. 
        • Status. The prime contract must be in the Approved status.
        • Associated Line Item. For each line item that you add to the change order's Schedule of Values (SOV), you may designate one (1) associated line item for each change order line item or the same associated line item for all change order line items.  Note: The Associated Line Item list is only visible and available when the ERP Integrations tool has been configured to work with Sage 300 CRE and the export prime contract change orders capability has been switched on in Procore by your Integration Implementation Specialist.
      • Spectrum:
        • PCCO exports are not supported.
      • Viewpoint® Vista™ Integration by Ryvit:
        • PCCO exports are not supported.

       

Steps

  1. Navigate to the project's Change Events tool.
  2. Select one or more change event line items you want to include in the PCCO.
    Note: You can select line items across multiple change events.
  3. From the Bulk Actions drop-down menu, click Create Prime PCO.
    Note: The Schedule of Values (SOVs) will be created from the change event line items.
  4. Fill out the following information:
    • #: This field automatically populates based on the number of prime contract change orders you have 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 PCO that's created will automatically increment by one, based upon this specified value).
    • Revision: If this is a revision, you can enter the number of the revision.
    • Title: This field is automatically filled with the name of the correlated change event, but you have the ability to adjust to your liking.
    • Status: The default status is set to "Draft." You can also select from one of the below statuses:
      • Approved. Indicates the PCCO has been approved and that its costs are reflected as 'Approved COs' in the project's budget.
      • Draft. Indicated the change order has been created, but is currently in the 'Draft' status.
      • Pending - In Review. Indicates the PCCO is currently being reviewed by the approver and its costs are currently reflected as 'Pending Changes' in the project's budget.
      • Pending - Not PricingIndicates the PCCO is pending approval, RFQs have not be sent to contractors/subcontractors for pricing, and its costs are currently reflected as 'Pending Changes' in the project's budget.
      • Pending - Not Proceeding.  Indicates the PCCO is pending approval, the work associated with the change order has been stopped, and its costs are currently reflected as 'Pending Changes' in the project's budget.
      • Pending - Pricing. Indicates the PCCO is pending approval, the associated RFQs have been sent to contractors/subcontractors for pricing, and its costs are currently reflected as 'Pending Changes' in the project's budget.
      • Pending - Proceeding. Indicates the PCCO is pending approval, the work associated with it is proceeding, and that its costs are currently reflected as 'Pending Changes' in the project's budget.
      • Pending - Revised. Indicates the PCCO is pending approval, that it was revised since it was initially submitted for approval, and its costs are currently reflected as 'Pending Changes' in the project's budget.
      • No Charge. Indicates no charge results from the PCCO.
      • Rejected. Indicates the PCCO has been rejected and costs are NOT reflected in the budget.
    • Private: Mark this checkbox if you only want the PCCO to be visible to users with 'Admin' permission on the Prime Contract tab.
    • Due Date: Select a due date for when the PCCO must be approved by. 
    • Invoiced Date: Select the date when the PCCO was invoiced. 
    • Designated Reviewer: Select a designated reviewer to approve the PCCO . See "Review and Approve/Reject Prime Contract Change Orders (PCCO)" in the See Also section below.
    • Paid Date: Select the date that payment was received for the PCCO .
    • Reviewer: This field is auto-populated after the designated reviewer reviews or approves the PCCO . 
    • Review Date:
    • Description: Enter a more detailed description of the PCCO. 
    • 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 PCCO were approved. 
    • Executed: Check this box if the PCCO has been executed. 
    • Potential Change Orders: 
      • Select change order requests from the drop-down to include in the PCCO if you are using 3-tier change orders.
      • Potential Change Orders: Select potential change orders from the drop-down to include in the PCCO if you are using 2-tier change orders.
    • Attachments: Select and add any relevant documents. 
  5. Click Create. The Schedule of Values will be created from the change event line items.