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Support Home > Products > Procore > Procore User Guide > Project Level > Commitments > Tutorials > Configure Settings: Commitments

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 dropdown 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 Orders), two tiers (Potential Change Order and Commitment Change Order) or single tier (Commitment Change Order). See What are the different change order tiers?
    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 a 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:

  

  • 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.)
  • Requisition Distribution: When a requisition is submitted for this commitment, the user(s) listed in the Requisition Distribution list will receive an email with the requisition details once the status of the Requisition is set to "Under Review."

Default Contract Settings: 

 

  • 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.
  • 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 Requisitions by Default: If enabled, you will see the Requisitions subtab so that requisitions can be created. To prevent users from being able to create requisitons, leave this box unchecked. It's checked 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.
  • Default Retainage Percent: Specify a default retainage percent (e.g. 10%) that will automatically be set by default. 
  • Enable Payments By Default: To prevent users from being able to create payments, leave this box unchecked. It's checked 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. 

Requisition Settings:

  1. Click Requisition Settings in the right pane.


  

  • 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 Billing Date: Enter which day of the month is the monthly billing date. This is the due date that the subcontractor needs to create (not submit) the requisition by. If the Billing Date has passed, the subcontractor cannot create a requisition, though an Admin level user can create one on their behalf. If the requisition has been created, and the Billing Date has passed, the subcontractor can still Edit and/or Submit the Requisition 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 a requisition.

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