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Procore

Create a Commitment Change Order (CCO)

Objective

To create a Commitment Change Order (CCO)

Background

In Procore, purchase orders and subcontracts represent a contractual agreement between a buyer (for example,  a project owner, a general contractor, or a specialty contractor) and a seller (for example, a contractor, a subcontractor, or a vendor) who is responsible for completing project work or fulfilling an order. When you need to alter the terms of the original agreement, you can create a CCO.

 Important

When the Change Events tool is enabled on a project

The process that you will use to create a CCO in Procore depends upon a few factors. First, if the Change Events tool is disabled on the project, you will use one of the processes below. Also, keep in mind that the number of steps required to create a CCO is dependent upon the change order tier setting that is configured on the project's Commitments tool (see Configure the Number of Commitment Change Order Tiers):

  • 1-Tier configuration:
    1. Create a Commitment Change Order (CCO) as described below. 
  • 2-Tier configuration
    1. Create a Commitment Potential Change Order (CPCO)
    2. Create a Commitment Change Order (CCO) 
  • 3-Tier configuration
    1. Create a Commitment Potential Change Order (CPCO)
    2. Create a Change Order Request (COR)
    3. Create a Commitment Change Order (CCO) 

Things to Consider

Steps

Create a CCO

If you have created a purchase order or a subcontract and need to alter the terms of that item, use the steps below to create a CCO. If you have enabled the DocuSign© integration, follow the steps in Create a Commitment Change Order (CCO) with DocuSign©.

  1. Navigate to the project's Commitments tool.
  2. Under the Contracts tab, locate the purchase order or subcontract. Then click Edit.
  3. Click Create Commitment CO.
     Notes

    If the Change Events tool is enabled on your project, the Create Commitment CO button is not available. Follow these steps instead:



    create-commitment-change-event.png
  4. In the General tab, do the following:
    • 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 (for example, CCO-01, CCO-02, CCO-03, and so on). If you manually change this number, Procore automatically assigns the next number 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. The date cannot be changed.
    • Created By
      This field automatically populates with the name of the user who is creating the CCO. 
    • Contract Company
      T
      his 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'?
    • Status
      Select a status for the CCO. To learn about the available statuses, see What are the default statuses for commitment change orders in Procore?
    • 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 Management Configurations.
    • 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 the Procore project user at your organization who will be responsible for approving or rejecting this CCO later. See Approve or Reject Commitment Change Orders (CCOs).
       Important
      • The 'Designated Reviewer' can submit an approve or reject response only when a change order is in the Pending - In Review and Pending - Revised status. 
      • To send an email notification to the 'Designated Reviewer' to notify that person that a change order is awaiting their response, you have these options:
        • You can forward the PCCO to the 'Designated Reviewer' by email. See Forward a Change Order to a Project User by Email
          OR
        • The pending PCCO will also be listed in the 'My Open Items' area in the project's Home page. The user can check this page at any time. 
      • After the 'Designated Reviewer' submits an approve or reject response, the 'Reviewer' field (directly below the 'Designated Reviewer' field) shows the date/time stamp of that users response. The 'Reviewer' field is only visible to the 'Designated Reviewer.'
    • 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 Integration by Ryvit. 
    • Schedule Impact
      I
      f 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. 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 (SOV) to the CCO

If there are costs associated with the CCO, add line items to the CCOs Schedule of Values (SOV). add-commitment-schedule-of-values.png

  1. Click the Schedule of Values tab.
  2. Click Edit.
  3. Click Add Line
    • Prime Contract Line Item. Select a line item from the drop-down list. If there is no line item that fits, select Not Budgeted
    • Change Event Line Item. Select a change event line item from the drop-down list. 
    • Sub Jobs. If the Sub Jobs feature is enabled on your project, select one from the list. 
    • Budget Code. Select a budget code from the drop-down list. See What is a budget code?
    • Description. Type a description for the new CCO. 
    • Cost Amount. Enter an amount in the box. 
    • Tax Codes. If you are using tax codes with this project, select a tax code to use for the line item. This field only appears if the tax codes feature is enabled. See How can I use tax codes on a project?
  4. Click Add
  5. Repeat these steps for each line item. 
  6. Click Save.
 Note

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., Integration by Procore: Viewpoint® Spectrum®, Integration by Ryvit: Viewpoint® Vista™, QuickBooks®, Sage 100 Contractor®, or Sage 300 CRE®). For instructions, see Send a CCO to ERP Integrations for Accounting Acceptance

See Also

The 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.

 

If you would like to learn more about Procore's commitments software and how it can help your business, please visit our construction financials tool product page .