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Procore

Create a Commitment Change Order (CCO)

Objective

To create a commitment change order (CCO). 

Background

In Procore, a commitment represents a contractual agreement between a General Contractor and a subcontractor or vendor who is responsible for completing project work or fulfilling a project order. Commitments in Procore include both purchase orders and subcontracts.

When you need to alter the terms of a commitment, users with the appropriate permissions can use the steps below to create a CCO when the CCO tier is set to 1.

Things to Consider

  • Required User Permission:
    • 'Admin' on the Commitments tool
  • Limitations:
    • If the Change Events tool is an active tab on the project, see "Create a CCO from a Change Event" in the See Also section at the bottom of the page instead of the instructions below. 
    • If you are using an account where DocuSign is enabled, see "Create a Commitment Change Order (CCO) with DocuSign" in the See Also section at the bottom of the page instead of the instructions below.
  • If your company has enabled the ERP Integrations tool for one of the supported ERP systems:
    • The maximum character limit for the 'Title' field on a commitment is different for each integrated ERP system. For a list of those systems and its limitation, see "What is the maximum character length for a commitment's 'Title'?" in the See Also section at the bottom of the page.
    • Approved CCOs must be sent to the ERP Integrations tool so it can be approved for export to your integrated ERP system. See "Send a CCO to ERP Integrations for Accounting Acceptance" in the See Also section at the bottom of the page.
    • An accounting approver will access the ERP Integrations tool and submit an accept or reject response. When accepted, Procore exports the CCO to the integrated ERP system. For instructions, see the following articles in the See Also section at the bottom of the page:
      • Sage 300 CRE. "Accept or Reject a CCO for Export to Sage 300 CRE"
      • Spectrum. "Accept or Reject a CCO for Export to Spectrum"
      • QuickBooks. "Accept or Reject a CCO for Export to QuickBooks"
      • Viewpoint® Vista™ Integration by Ryvit. "Accept or Reject a CCO for Export to Vista Viewpoint" 

Steps

Create the CCO from a Subcontract or Purchase Order

  1. Navigate to the project's Commitments tool.
  2. Locate the commitment to modify and click Edit.
    This opens the selected commitment. 
  3. Click Create Commitment CO  in the right pane. 
  4. In the General subtab, do the following:

    Commitmentco2015-06-04_09-53-20.png
     
    • Number. Procore assigns numbers to CCOs in sequential order (e.g., 001, 002, 0033, and so on). You can change the numbering scheme, if desired (e.g., CCO-001, CCO-002, CCO-003, and so on). 
      (Note: If you change the number, Procore will automatically assign numbers in sequential order, using the number you defined. 
    • Revision. This field displays the CCO's revision number. When a CCO is first created, its revision number is zero. A CCO could have multiple revisions because of feedback from a reviewer/approver. 
    • Date Created. This field automatically populates with the date that you create the commitment change order.
      (Note: This field cannot be changed).
    • Created By. This field automatically populates with the name of the user who is creating the CCO. 
    • Contract Company. This field automatically populates with the name of the subcontractor or vendor listed on the subcontract.
      (Note: This field is only visible if the CCO is for a subcontract.) 
    • Contract: This field automatically populates with the name of the contract for which the CCO is being created.
      (Note: This field is only visible if the CCO is for a subcontract.)
    • Title:  Enter a name for the CCO. The maximum character limit for this field in Procore is 255 characters. Important! If you are using an integrated ERP system, the maximum character limit for the 'Title' field on a commitment is different for each system. For a list of each system and its limitation, see "What is the maximum character length for a commitment's 'Title'?" in the See Also section below.
    • Status. Select the current state of the CCO:
      • Approved. The CCO has been approved. Costs are reflected as "Approved Changes" in the budget.
      • Draft. The CCO still needs to be modified before it can be submitted for review. Costs are not reflected in the budget.
      • Pending - In Review. The CCO is currently being reviewed by an approver. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Revised. The CCO has been modified since its initial submission. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Pricing. The CCO is pending and is currently out for pricing. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Not Pricing. The CCO is pending and is not actively being priced. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Proceeding. The CCO is still pending and the work is being completed. Costs are reflected as "Pending Changes" in the budget.
      • Pending - Not Proceeding. The CCO is pending and the work is not currently taking place. Costs are reflected as "Pending Changes" in the budget.
      • Rejected. The CCO was rejected. Costs are not reflected in the Budget.
      • No Charge. The CCO will be performed at no charge. Costs are not reflected in the Budget.
      • Note: These statuses reflect the budget in the ways listed above for the Procore Standard Budget View. To create or modify views, see "Set up a New Budget View" in the See Also section below. 
    • Private: Mark this checkbox to make the CCO visible only to users with 'Admin' level permissions on the Commitments tab. 
    • Change Reason. Select one of these reasons for the potential CCO: Client Request, Design Development, Allowance, Existing Condition, or Backcharge. To learn how to configure change reasons, see "Set Default Change Order Configurations" in the See Also section below.
    • Accounting Method. This field inherits the accounting method that was specified in the contract.
    • Due Date. Select a due date for when the CCO must be approved by. 
    • Invoiced Date. Select the date when the CCO was invoiced.
    • Designated Reviewer. Select a designated reviewer to approve the CCO. See "Review and Respond to Commitment Change Orders (CCO)" in the See Also section below.
    • Request Received From. Select a user from the project's directory who you are submitting the CCO on the behalf of. 
    • Description. Enter a detailed description of the CCO.
      Note: If you will be exporting the CCO to an integrated third-party ERP system, you can enter an unlimited number of characters in Procore. However, any entries exceeding one thousand (1000) characters will be truncated when it is exported to Sage 300 CRE and Viewpoint® Vista™ Integration by Ryvit. 
    • Schedule Impact. If known, you can provide an estimate of the number of additional days that would potentially be added to the current project schedule if the CCO were approved.
    • Location. Use the location drop-down menu to select a location the [item] impacts. Either select from the predefined locations, or add a multi-tiered location. See "Add a Multi-tiered Location to an Item",  in the See Also section below. This location may be as general as the site location at the first tier or as specific as where on the site the contractor will be working at the second tier.
    • Reference. Reference any other tools, materials or documents that are related to the Change Order.
    • Executed. Check this box if the CCO has already been executed.
    • Field Change. Check this box if the Change Order requires a field change.
    • Paid in Full. Check this box if the cost is already covered in the budget.
    • Attachments. Select and add any relevant documents.
  5. Click Create or Create & Email to send the CCO to any reviewers listed on the Change Order.

Add a Schedule of Values

Add a schedule of values if there are costs associated with the Commitment Change Order.

  1. Click the Schedule of Values subtab within the CCO.
  2. Select a Prime Contract Line Item from the drop-down if the CCO fits one. If not, select Not Budgeted
  3. If your project's data is going to be sent to the ERP Integrations tool for export to an integrated ERP system (e.g., Sage 100 Contractor (BETA), Sage 300 CRE, Spectrum, QuickBooks, or the Viewpoint® Vista™ Integration by Ryvit), select a line item from the Line Item drop-down menu. 
    Note: If you select Create a New Line Item, a 0 dollar line item will be added to the commitment's SOV. If you are not using the ERP Integrations tool, skip to step 4. 
  4. If your project is utilizing sub jobs, any sub jobs added to the project will appear in this drop-down for your selection. All cost codes related to the sub jobs will appear in the following field. 
  5. Select the correct cost code from the Cost Code drop-down menu.
  6. Enter a description for the line item.
    Note: It is recommended to fill in the description, since the cost code description will not appear in the subcontractor's view of their invoice, when they are ready to bill for each line item (either in the SOV for the commitment, or in the change order).
  7. Select either a Budgeted Line Item type (Commitment) or a non-budgeted line item type (Labor, Equipment, Materials, Owner Cost, Professional Services, or Other). 
  8. Click the + button.
  9. Repeat process for each line item you are adding.
  10. Click Save.

    cco2015-06-04_09-56-37.png

 

Next Steps

For Companies That Have Enabled the ERP Integrations Tool

After the CCO is placed into the 'Approved' status in the Commitments tool, project managers will typically send the CCO to the ERP Integrations tool where it must be accepted by an accounting approver for export to the integrated ERP system (e.g., Sage 100 Contractor (BETA), Sage 300 CRE, Spectrum, QuickBooks, or the Viewpoint® Vista™ Integration by Ryvit). For instructions, see the "send" article for the relevant integration in the See Also section below.

See Also

The Viewpoint® Vista™ Integration by Ryvit is the product of a partnership between Procore and Ryvit, a third-party developer. Viewpoint, Inc. is not affiliated with this connector. All Viewpoint® Vista™ marks and logos are owned by Viewpoint, Inc.