Create a Potential Change Order for a Client Contract

Create a Potential Change Order

1. Navigate to the project's Client Contracts tool.
2. Locate the client contract to work with. Then click its Number link.
3. Click the Change Orders tab.
4. Click Create Potential CO.
   
5. Complete the following fields:
   • Number
     Procore automatically assigns a sequential number to the new potential change order. You can change this number if you want. 
   • Date Created
     Shows the creation date and time. This value cannot be changed.
   • Revision
     Shows the revision number. The first version is zero (0), subsequent revisions are assigned in sequential order. A potential change order might have several revisions, depending on its reviewer/approver feedback.
   • Created By
     Shows the Procore user who created the potential change order.  This value cannot be changed.
   • Contract Company
     Shows the name of the company responsible for performing the work on the contract.
   • Contract
     If you have been assigned access permissions to the Client Contracts tool, click this link to open the contract. 
   • Title
     Enter a title for the potential change order in this box. 
   • Client Contract Change Order
     Select a client contract change order from the list to link it to the potential change order. 
   • Status
     Select the current state of the potential change order. To learn more, see What are the default statuses for change orders in Procore?
   • Change Reason
     Select the reason for the potential change order, either Client Request, Design Development, Allowance, Existing Condition, Back Charge, or any additional options created for your specific environment by your company's Procore Administrator. See Set the Default Change Management Configurations.
   • Change Order Request

      Note

     The Change Order Request setting is only required when the Client Contracts tool is using the 3-Tier change order configuration setting (see What are the different contract change order tiers?):

     • None. A potential change order can be linked to a change order request at a later time.
     • Add to Existing. Link the potential change order to an existing change order request.
     • Create New. Create a new change order request. You also have the option to create a new client contract change order at the same time.
   • Private
     Mark this checkbox if you only want the potential change order to be visible to users with 'Admin' permissions on the Client Contracts tool. 
   • Accounting Method
     This field inherits the accounting method that was specified in the client contract. See How do I set the accounting method for a contract or funding?
   • Description
     Enter a more detailed description of the reason for the potential change order.
   • Request Received From
     Select the Procore user for whom you are submitting the potential change order. 
   • Schedule Impact
     If known, provide an estimate for the additional number of days required to complete the work associated with the potential change order.
   • Location
     Use this drop-down list to select a location related to the potential change order. You can select an existing location or see How do I add a multi-tiered location to an item?
   • Reference
     Add any other important tools, materials, drawings, or documents to use as a reference for the potential change order. 
   • Field Change
     Check this box if the potential change order requires a field change.
   • Paid in Full
     Check this box to indicate you have received payment for this change. 
   • Attachments
     Select and add any relevant documents.
6. Click Create.

Add a Schedule of Values to a Potential Change Order

When there are costs associated with a potential change order,  you must add line items to the SOV.

1. In the PCO click the Schedule of Values tab

    Notes

   • If sub-jobs are enabled (see Enable Sub Jobs on Projects for WBS), the Sub Jobs drop-down list contains all sub-jobs added to the project. See Add 'Sub Job' Segment Items to a Procore Project.
   • All cost codes related to the sub-jobs will appear in the following field. 
2. Select the correct Cost Code from the drop-down list.
3. Enter a description for the line item.
4. Select the appropriate Cost Type. If you're using the Budget tool, the Type will automatically select to the first type associated with that cost code on the Budget. You should only select a "non-budgeted" line item type if you would like to add a new line to the project's budget.
5. Click the + button. If the combination of the sub job, cost code, and cost type are non-budgeted, a pop-up will appear asking you 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.

    Notes

   • The 'Associated Line Item' drop-down list only appears if your company's Procore account is integrated with Sage 300 CRE® and the Client Contracts tool is active on the project. 
   • When adding line items to the change order's SOV, you must select an associated line item for each new line item. You may designate one (1) associated line item or use the same associated line item for multiple line items.  
6. Repeat the steps above to add new line items.
7. Click Save.

    Tip

   If the potential change order also affects a purchase order or subcontract, continue as follows:

   • For contracts using the two (2)- or three (3) tier change order configuration settings, click Create CPCO. See Create a Commitment Potential Change Order (CPCO) from a Change Event.
   • For contracts using the one (1) tier change order configuration setting, click Create CCO.  See Create a Commitment Change Order from a Client Contract Change Order.
   • To learn how to associate financial markup with line items, see Add Financial Markup to Client Contract Change Orders.