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Procore

Create a Potential Change Order for a Client Contract

 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 potential change order for a client contract and complete its Schedule of Values (SOV).

Background

When a change to the scope of work or the original prime contract amount occurs during a construction project, the change management process begins. You can create a PCO if your company's Procore Administrator configures the Client Contracts tool with the two (2)-tier change order configuration setting. See What are the different change order tier settings in Project Financials?

Things to Consider

  • Required User Permissions:
  • Additional Information:
  • For companies using the icon-erp-synced2.png ERP Integrations tool: Show/Hide  
    • Integration by Procore: Viewpoint® Spectrum®:
      • To sync data:
        • The Date field on a CCCO is required.
        • The Billing Item Code on a CCCO must be 10 characters or less.
    • Integration by Ryvit: Viewpoint® Vista™
      • CCCO exports are supported.
    • QuickBooks®
      • CCCO exports are NOT supported.
    • Sage 100 Contractor®
      • CCCO exports are NOT supported.
    • Sage 300 CRE®:
      • Title. The CCCO title must be 30 characters or less. 
      • Number (#). The CCCO number be five (5) characters or less. 
      • Status. The client 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 client contract change orders capability has been switched on in Procore by your Integration Implementation Specialist.
    • Limitations:
      • To create a change order for a client contract, the client contract must be in the 'Approved' status.

Prerequisites

Steps

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.
    create-potential-change-order-from-prime-contract.png
  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 ConditionBack 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
  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: