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Procore

Configure Settings: Commitments

Objective

To configure settings for your project's Commitments tool.

Background

If you're a Project Administrator you may find it useful to customize the Commitments tab's settings. For example, you can control how the number of tiers in Commitment Change Orders, which users are included in Commitment distribution lists and enable and set default retainage. Changes made here will be applied to all new commitments going forward.

Things to Consider

  • Required User Permission: 'Admin' on the project's Commitments tool.

Steps

  1. Navigate to the project's Commitments tool.
  2. Click the Configure Settings icon-config-settings.pngicon.
  3. After you finish modifying the configurations, click Update at the bottom of the page to save your changes.

Contract Configuration:

  • Contracts Private by Default: This checkbox is marked by default so that new subcontracts are private by default, which means that it will only be visible to administrators and users that are specifically added to the Private drop-down within each Commitment's General subtab. 
  • Enable Purchase Orders: This box is checked by default to allow users to create purchase orders. To prevent users from being able to create purchase orders, leave this box unchecked. 
  • Enable Contracts: This box is checked by default to allow users to create subcontracts. To prevent users from being able to create subcontracts, leave this box unchecked.
  • Number of Commitment Change Order Tiers: You can select either three tiers (Potential Change Order, Change Order Requests and Commitment Change Order)s, two tiers (Potential Change Order and Commitment Change Order) or single tier (Commitment Change Order). See "What are the different change order tiers?" in the See Also section below.
    Note: You can not change this setting after any commitment change orders have been created.
  • Allow Standard Level Users to Create PCOs: Mark this checkbox to allow users with 'Standard' permissions to create Potential Change Orders. If this box is unchecked, only users with 'Admin' level permissions will be able to create PCOs.
    Note: You will only see this option if you are using 2 or 3 tiers for commitment change orders.

Contract Dates

Mark any of the following boxes enable more date fields in your commitment contract. You can use these dates to determine when certain warranty periods begin, determine the date when the owner takes responsibility for utilities, insurance, and security of the property, and determine when the general contractor and subcontractor(s) are entitled to payment of the contract balance.

  • Enable Approval Letter Date
  • Enable Contract Date
  • Enable Issued on Date
  • Enable Execution Date
  • Enable Letter of Intent Date
  • Enable Returned Date

Default Distributions:

 default-distribution.png 

  • Include Primary Contact in Default Distribution: If a "primary contact" is specified for a vendor, you can mark this checkbox to automatically include that person in the distribution list by default. 
  • Commitment Distribution: Select a user(s) that should always be added to the commitment's distribution list by default when a commitment is emailed.
  • Commitment Change Order Distribution: Select a user(s) that should always be added to a commitment change order's distribution list by default when a commitment change order is emailed.
  • Request for Quote Distribution: Select users to be notified when RFQ responses are submitted. (Note: You have the ability to also modify the Request for Quote distribution within the RFQ.)
  • Invoice Distribution: When an invoice is submitted for this commitment, the user(s) listed in the Invoice Distribution list will receive an email with the invoice details once the status of the Invoice is set to "Under Review."

Default Contract Settings: 

default-contract-settings-new.png  

  • Default Accounting Method for Purchase Orders: By default, purchase orders are configured for "Unit/Quantity Based" accounting. However, you can change the accounting method to "Amount Based" if desired.
  • Default Accounting Method for Contracts: By default, subcontracts are configured for "Amount Based" accounting. However, you can change the accounting method to "Unit/Quantity Based" if desired.
  • Default Retainage Percent: Specify a default retainage percent (e.g. 10%) that will automatically be set by default. 
  • Enable Comments By Default: Mark this checkbox to enable a "Comments" subtab where users can add comments and attach files. It's unchecked by default. 
  • Enable Markup By Default: If enabled, you will see the Financial Markup subtab, so you can set up and apply markup for each commitment. Change Orders will automatically be associated with the correct cost code so changes are accurately reflected in the Budget tool.
  • Enable Payments By Default: To prevent users from being able to create payments, leave this box unchecked. It's checked by default.
  • Enable Invoices by Default: If enabled, you will see the Invoices subtab so that invoices can be created. To prevent users from being able to create invoices, leave this box unchecked. It's checked by default.
  • Show Cost Codes on Invoice PDF by Default: Check this box to show cost codes on invoice PDFs by default. 
  • Enable Completed Work Retainage By Default: Check this box to enable completed work retainage by default.
  • Enable Stored Material Retainage By Default: Check this box to enable stored material retainage by default.
  • Enable Subcontractor SOV by Default: Mark this checkbox to enable a subcontractor schedule of values by default for commitments. See "Edit Commitment Subcontractor Schedule of Values (as a Sub)" in the See Also section below.

Invoice Settings:

  1. Click Invoice Settings in the right pane.


invoice-settings.png  

  • Enable Prefilled Billing Periods: Mark the box if you want billing period to prefill with the days selected below.

  • Monthly Billing Period: Enter which days of the month you want the billing period to begin and end.
    Note: You can leave any of the day pickers blank if you don't want that day to prefill. 

  • Monthly Due Date: Enter which day of the month is the monthly due date. This is the due date that the subcontractor needs to create (not submit) the invoice by. If the Due Date has passed, the subcontractor cannot create an invoice, though an Admin level user can create one on their behalf. If the invoice has been created, and the Due Date has passed, the subcontractor can still Edit and/or Submit the Invoice if the status is in 'Draft' or 'Revise & Resubmit'.
    Note: You can leave any of the day pickers blank if you don't want that day to prefill. 

  • Enable Reminder Emails: Mark the box if you want to send reminder emails after sending billing invitations. You can select how often you want to send reminder emails.

  • Allow Over Billing: Mark this box if you want to allow the subcontractor to bill over 100%.

  • Custom Email Text: Enter any custom email text you want included in the emails sent to those invited to create an invoice.

  • Receive Email Digest of all Unapproved Invoices: Specify whether or not you want digest emails to be sent every week on Monday when an invoice has a status of Draft, Under Review, or Revise and Resubmit. These emails will be sent to the people who are listed in the Invoice Distribution drop-down field, located in the Default Distributions section of Commitment Settings. 
  • Invoice PDF Footer Text: Text you enter here will appear in the footer of invoice PDFs created by a user with Admin permissions; it will not appear on invoice PDFs created by a user with Standard or Read-Only permissions.
    • Note: This field is useful for adding a statement regarding local regulations compliance.
  • Send Notification Emails to Subcontractors when Invoices are Approved: Mark this field if you want notification emails to be sent to subcontractors when an invoice status is set to Approved or Approved as Noted.
  • Enable Subcontractor Proposed Amount: If you enable this setting, general contractors will be able to differentiate between what a subcontractor claims and what the general contractor approves. In Australia and New Zealand, enabling this setting will also let general contractors create a payment schedule PDF in response to subcontractor's invoice. See "Review Invoices as an Admin" in the See Also section below. Admin permissions are needed in order to create a payment schedule. See "Create a Payment Schedule" in the See Also section below.
    The following items are included in the PDF:
    • Total Claimed Amount (excluding retainage)
      Note: This field pulls from the Subcontractor Claimed This Period column of the invoice detail.
    • Total Approved Amount (excluding retainage)
      Note: Regardless of invoice status, this field pulls from "Column E: Work Completed This Period" plus "Column F: Materials Presently Stored" on the invoice detail.
    • Line-by-line claimed and approved amounts in the detail table
    • The overall comment for the invoice
    • A Reasons for Difference table which includes comments on individual line items where there was a difference between the claimed and approved amounts. For information about adding comments, see "Review Invoices as an Admin" in the See Also section below.

See Also

 

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