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Create a Prime Potential Change Order (PCO) from a Change Event

Objective

To create a prime potential change order from a change event.

Background

If you have two tiers configured for change orders, you will create a Prime PCO from a change event. You will then create the PCCO from the Prime Contract tool. For more information on tier structure, see "What are the different change order tiers?" in the See Also section below. We recommend that a PCO is created only for change event items that were set as out of scope and will be submitted to the client/owner for approval. You can create a PCO either before or after the RFQ has been responded to. If you wait until after the RFQ has been responded to, the PCO Schedule of Values will populate with amounts from the RFQ.  

Things to Consider

  • Required User Permission: Standard' or 'Admin' on the project's Change Events tool and one of the following:
    • Either 'Standard' on the project's Prime Contract tool and the Configuration setting of "Allow Standard Users to Create PCOs" checked.
      -or-
    • 'Admin' on the project's Prime Contract 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.
  • 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.
  • Additional Information:
    • Potential change orders can be transitioned into a PCCO (for two (2) tier Change Orders) or into a change order request (for three (3) tier Change Orders).

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 Prime PCO. You can select line items across multiple change events.
  3. From the Bulk Actions drop-down menu, click Create a 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 potential 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 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 "Pending - In Review." You can also select from one of the below statuses:
      • Approved: The PCO still needs to be approved. Costs are reflected as "Approved COs" in the budget.
      • Draft: The PCO still needs to be modified before it can be submitted for review. Costs are not reflected in the budget.
      • Pending - In Review: The PCO is currently being reviewed by an approver. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Not PricingThe PCO is pending and is not actively being priced. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Not ProceedingThe PCO  is pending and the work is not currently taking place. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Pricing: The PCO is pending and currently out for pricing. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Proceeding: The PCO is still pending and the work is being completed. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Revised: The PCO has been modified since its initial submission. Costs are reflected as "Pending Changes" in the budget.
      • Rejected: The PCO has been rejected. Costs are not reflected in the budget.
      • No Charge: The PCO has no resulting charge.
    • Prime Contract Change Order
      • None: A PCO can be linked at a later time.
      • Add to Existing: Link the potential change order to an existing Prime Contract Change Order. 
      • Create New: Create a new Prime Contract 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 Configuration" in the See Also section below).
    • Private:  Mark this checkbox if you only want the potential change order to be visible to users with 'Admin' permissions on the Prime Contract tab. 
    • Accounting Method: This field inherits the accounting method that was specified in the Prime Contract. (e.g Amount Based)
    • Description: Enter in a more detailed description for the change order.
    • Request Received From: Select a user from the project's directory who you are submitting the potential change order on the behalf of. 
    • 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 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.
    • Schedule Impact:  If known, provide an estimate of the number of additional days that would potentially be added to the current project schedule if the Prime PCO  were approved.
    • Field Change: Mark this box if the change order is a field change.
    • Reference: Reference any other tools, materials, drawings, or documents that are related to the potential change order.
    • Paid in Full: Check this box to indicate you have received payment for this change. 
    • Attachment:  Select and add any relevant documents.
  5. Click Create. 
    The Schedule of Values will be created from the change event line items. 
    Notes
    • The Associated Line Item drop-down list only appears if your company's Procore account is integrated with Sage 300 CRE and the Prime Contract tool is enabled on the project. 
    • When adding line items to the change order's Schedule of Values (SOV), you must select an Associated Line Item for each new line item. You may designate one associated line item or use the same associated line item for multiple line items.  

See Also