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(Beta) Create Client Contract Change Orders

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 In Beta
This content is for participants in the Project Financials: Modernized Experience for Prime Contracts beta program. 
 Limited Release
flag-us.png  The Client Contracts tool is available as a limited release for Procore customers in the United States who have implemented the Procore for Specialty Contractors point-of-view dictionary. To learn more, see What tool names and terms are different in Procore for general contractors, owners, and specialty contractors?

Objective

To create a client contract change order in Procore's Client Contracts tool. 

Background

Use the steps below when you want to create a change order for a client contract.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Client Contract's tool.
  • Additional Information:
  • For companies using the icon-erp-synced2.png ERP Integrations tool: Show/Hide  

Steps

  1. Navigate to the project's Client Contracts tool.
  2. Locate the client contract to work with. Then click its Number link. 
  3. Click Create and choose the Create Contract CO option.
  4. Complete the following fields:
    • Sign with DocuSign©
      If the Procore + DocuSign© integration is enabled, a checkmark appears by default. Clear the checkmark from the box if you do NOT want to collect signatures with DocuSign©. 
       Tip
      How do you collect signatures with DocuSign? After the data entry for the subcontract is complete, change its status to 'Approved' and click the Complete with DocuSign button. This launches the DocuSign® application. If you have not previously signed in, you will be prompted to Sign In to DocuSign®. After you are signed in, you can proceed with Prepare a DocuSign® Envelope for Signature. 
    • Change Order #
      Accept the default contract number, enter a new number for this change order, or create a custom numbering scheme future change orders.
       Notes
      • If you plan to create multiple change orders, Procore automatically assigns new numbers in sequential order. For example; 001, 002, 003, and so on. 
      • To use a custom numbering scheme, enter any set of alphanumeric characters and Procore automatically assigns new numbers in sequential order using your custom scheme. For example, enter CCCO-1, CCCO-01, or CCCO-001. 
    • Date Created
      Shows the date and time the change order was created. You cannot change this date.
    • Revision
      Displays the change order's revision number. When a change order is first created, its revision number is zero (0). A change order could have multiple revisions because of feedback from a reviewer/approver. 
    • Created By
      Displays the name of the user that created the change order. You cannot change this name.
    • Title
      Enter a title for the change order. 
    • Status
      Select the current status of the change order. To learn more, see What are the default statuses for change orders in Procore? 
    • Private
      Mark this checkbox if you want to make the change order 'Private' and visible only to users with 'Admin' on the Client Contracts tool. 
    • Due Date
      Select a due date for when the change order must be approved by. 
    • Invoiced Date
      Select the date when the change order was invoiced.
    • Designated Reviewer
      Select the Procore user at your organization who is responsible for approving or rejecting the change order. To appear as a selection in this list, the designated reviewer's Procore user account must be added to the Project Directory and have 'Standard' level permissions or higher on the project's Client Contracts tool. See Add a User Account to the Project Directory. 
       Tip
      Are you the 'Designated Reviewer' on a change order? To learn how to submit an approve or reject response, see Approve or Reject Client Contract Change Orders. 
    • Paid Date
      Select the date that payment was received for the change order.
    • Description
      Enter a more detailed description of the change order.
    • Schedule Impact
      If this change order is expected to impact the construction project's schedule, enter the estimated number of additional days this would add to the schedule. 
    • Revised Substantial Completion Date
      Enter an updated substantial completion date for the project. 
       Note
      If the substantial completion date is enabled on the Client Contracts tool, Procore updates the change order's 'Revised Substantial Completion Date' field after the change order is placed into the Approved status. See Configure Settings: Client Contracts. 
    • Executed
      Mark this checkbox after the change order is fully executed.
    • Change Order Requests
      If the Client Contracts tool is configured for three (3)-tier change orders, select any change orders related to this change order from this drop-down list. See Configure the Number of Client Contract Change Order Tiers. 
    • Potential Change Orders
      If the Client Contracts tool is configured for two (2)-tier change orders, select any potential change orders related to this change order from this drop-down list.  See Configure the Number of Client Contract Change Order Tiers. 
  5. Choose one (1) of these options:
    • To create the change order, click Create.
      OR
    • To create the change order and send email notifications, click Create & Email.