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Create a Commitment Change Order from a Client Contract Change Order

 Important
Use this tutorial only when the Change Events tool has NOT been added to a project.
 Limited Release
flag-us.png flag-canada.png  The Client Contracts tool is available as a limited release for Procore customers in the United States and Canada who have implemented the Procore for Specialty Contractors point-of-view dictionary. To learn more, see What dictionaries and languages are available in the Procore web application?

Objective

To create a commitment change order from a client contract change order or a client contract potential change order.

Background

If the project's Change Events tool is not enabled on your project, you can use the steps below to create a commitment change order from a client contract change order or a client contract potential change order 

  • One (1) Tier Change Orders
    • When the one (1) tier setting is configured on the Client Contracts tool, the change management process starts with creating a client contract potential change order.
    • When the one (1) tier setting is configured on the Commitments tool, you can start by creating a commitment change order. 
  • Two (2) or Three (3) Tier Change Orders
    • When the two (2) or three (3) tier setting is configured on the Client Contracts tool, you will start by creating a client contract potential change order. 
    • When the two (2) or three (3) tier setting is configured on the Commitments tool, create a commitment potential change order. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Client Contracts tool.
  • Additional Information:
    • Use the steps below only when the Change Events tool is NOT active on the project. When the Change Events tool is active, follow the steps in Create a Commitment Change Order from a Change Event.
    • After creating a Potential Change Order, you can issue and approve a commitment change order to the subcontractor from the Schedule of Values (SOV) of the Potential Change Order.
    • You can also compare the commitment change order to the corresponding Potential Change Order line item and view any variance between them.
 Important
The steps below describe how to create a commitment change order from a potential change order. However, you can use the same steps when creating a commitment change order from a client potential change order, client contract change order, or commitment potential change order.

Prerequisites

Steps

  1. Navigate to the project's Change Orders tool.
  2. Click the Client Contract tab.
  3. Locate the potential change order that you want to work with. 
  4. Click Edit.
  5. Click the Schedule of Values tab.
  6. Under 'Add Line Item,' do the following:
    • Cost Code. Select a cost code from the drop-down list. 
    • Description. Enter a brief description of the change. 
    • Type. Select the contract type. 
    • Amount. Enter the amount. 
  7. Click Add.
  8. Click Create CPCO
    This opens the Create a Commitment PCO for a Client Contract Line Item page. 
  9. Under 'Step 1: Choose a Commitment Contract', choose the appropriate contract to associate that contract with the new Commitment Potential Change Order. 
    Note: If you need to create a new commitment, follow the steps in Create a Commitment.
  10. Click Add Change Order Details.
  11. Fill out 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 client contract change orders? To learn more, see How are commitments, contracts, fundings, and changes numbered in Procore?

    • Revision: This field displays the commitment change order's revision number. When a commitment change order is first created, its revision number is zero. A commitment change order could have multiple revisions because of feedback from a reviewer/approver.
    • Title: The title field will populate with the name of the Potential Change Order that the commitment change order is tied to.
    • Status: Select the current state of the commitment change order.
       Tip
      What statuses are available? To learn more, see What are the default statuses for change orders in Procore?
    • Private: Mark the check box to make the change order visible only to 'Admin' users on the Commitments tool and 'Standard,' or 'Read only' that have specifically been given access to that commitment.
    • Change Reason: 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 the Default Change Management Configuration.
    • Schedule Impact: Input the number of approved days to extend the contract, if any.
    • Description: Enter a more detailed description of the commitment change order.
  12. Click Create & Add Line Items.
  13. Fill out the following line item information:
    • Description: Enter a description for the line item.
    • Amount: Enter in an amount for the line item.
  14. Click +Add. If the combination of the sub job, cost code, and cost type are non-budgeted, a pop-up will appear asking to confirm you want to add this line item to the budget. If OK is selected, this line item will be added directly to the Budget with a "?" next to the line item. See Add a Partial Budget Line Item.
  15. If you are done creating the commitment change order, click Finished. If you want to add more line items to your commitment change order, repeat step #11 and click Finished when you are done.