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Procore

View an Individual Subcontract

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Objective

To view the details of a subcontract in the Commitments tab. 

Things to Consider

  • Required User Permission: 'Read-only' and above on the project's Commitments tab. 

Steps

  1. Navigate to the project's Commitments tool.
  2. Locate the desired subcontract and then click View
    This opens the selected subcontract in view mode. 

    If your company has enabled the ERP Integrations tool for use with an integrated ERP system, color-coded icons and ribbons appear in relevant areas of Procore. This visually highlights your system's ERP integration data, to help you quickly identify its current state. 

    ICON RIBBON COLOR DEFINITION
    icon-erp-rejected.png ribbon-erp-rejected.png YELLOW Data that was sent ERP Integrations tool for approval has been retrieved from the tool by an end user.
    OR
    Data that was sent to the ERP Integrations tool has been rejected for export to the integrated ERP system by an accounting approver.
    icon-erp-synced.png ribbon-erp-synced.png GREEN Data is synced between Procore and an integrated ERP system.
    icon-erp-sent.png ribbon-erp-sent.png BLUE Data was sent to the ERP Integrations tool and is waiting for accounting approver to accept it for export to the integrated ERP system. 
    erp-accountant-badge.png   GREEN When a user is designated as an accounting approver, this badge appears next to his or her user profile in the Company and Project Directory. 
  3. You can then view the following tabs:

View General Information: 

  • View General InformationUnder General Information, you can view the basic subcontract information that was entered when creating the subcontract. 
  • View Contract Summary Report:  In the Contract Summary Report, you can view the original contract, as well as any approved or pending change orders and any invoices or payments issued. The Contract Summary Report also displays the remaining outstanding balance on the contract. 


commitment-general.png

View Schedule of Values:

This tab displays the schedule of values for the subcontract, which lists the cost codes, contract amount, billed to date and remaining costs. 

Note: You will only be able to view this tab if you have 'Admin' level permissions on the Commitments tool or have been added to the Private section next to " Allow These Users to See SOV" setting. 

commitment-sov.png

View Change Orders:

The Change Orders sub tab provides an overview of any change orders that have been created for that particular subcontract. You can view the status, the amount and due date for each change order. You can also export each change order to a PDF or CSV. 

commitment-changeorder.png

 

View RFQs

This tab displays any RFQs (Request for Quotes) that were created for or from that particular subcontract. 


commitments-rfqs.png

View Invoices:

This tab displays any invoices submitted for that subcontract, and outlines the period, billing date, revised contract sum, payment due, retainage, balance to finish and percentage complete.


view-invoices.png

View Payments Issued:

This tab displays all payments that have been issued for the subcontract. 


payments-issued.png

View Related Items:

This tab displays all items related to the subcontract. Related items can be manually added to each subcontract. In this case, the Bid Sheet is automatically listed as a related item because this subcontract was converted to a contract from the Bid Sheet. 


related-items.png

 

View Emails:

This tab displays all email communication associated with the subcontract. 
Note: You will only be able to view this tab if you have 'Admin' level permissions on the Commitments tool or are included in the email.

 

emailcommitment.png

View Change History:

The Change History tab outlines changes made to the subcontract, who performed the change, details of the change, from what it was changed from and what it was changed to, and the date and time of the change. Items in this history cannot be deleted.

Note: You can only view this tab if you have 'Admin' level permissions on the Commitments tool. 
change-history.png

 

View Advanced Settings:

This tab displays advanced settings that can be configured for the subcontract. 

Note: You can only view this tab if you have 'Admin' level permissions on the Commitments tool. 


advanced-settings-ciommitments.png

Using Granular Permissions with Subcontracts

Also available on    

Objective

To view commitments in your project's Commitments tab. 

Things to Consider

  • Required User Permission:
    • If a commitment is not marked as Private, a user with Read-Only permissions or above can view it.
    • If a commitment is marked as Private, a user with Admin permissions can view it.
    • If a commitment is marked as Private, a user with Read-Only or Standard permissions can view a commitment, but must first be added to the commitment's privacy drop-down list.

Steps

  1. Navigate to the project's Commitments tool.
    This reveals the Commitments page. 
  2. You will see a summary of your committed contract totals and a summary of all commitments.

If your company has enabled the ERP Integrations tool for use with an integrated ERP system, color-coded icons and ribbons appear in relevant areas of Procore. This visually highlights your system's ERP integration data, to help you quickly identify its current state. 

ICON RIBBON COLOR DEFINITION
icon-erp-rejected.png ribbon-erp-rejected.png YELLOW Data that was sent ERP Integrations tool for approval has been retrieved from the tool by an end user.
OR
Data that was sent to the ERP Integrations tool has been rejected for export to the integrated ERP system by an accounting approver.
icon-erp-synced.png ribbon-erp-synced.png GREEN Data is synced between Procore and an integrated ERP system.
icon-erp-sent.png ribbon-erp-sent.png BLUE Data was sent to the ERP Integrations tool and is waiting for accounting approver to accept it for export to the integrated ERP system. 
erp-accountant-badge.png   GREEN When a user is designated as an accounting approver, this badge appears next to his or her user profile in the Company and Project Directory. 

Change Commitment Views

In the "Views" box in the right pane, you can select one of the following:

  • Summary: This lists a summary of committed contract totals, as well as all subcontracts and purchase orders. 
  • Detailed: This view lists all commitments as well as their details, such as any accompanying change orders or related items. 
  • Recycle Bin: This view lists all commitments that have been sent to your recycle bin.

Search for Commitments

In the "Search commitments" box in the right pane, you can enter a keyword and click Search to search through all commitment titles to find any matches.

Filter Commitments 

You can filter commitments by a number of specifications using the "Filters" box in the right pane. You can then filter commitments by the following:

  • Type: You can filter by type to view either subcontracts or purchase orders.
  • Status: You can filter by status to view either subcontracts, purchase orders, or all commitments by their current status. Commitments with the status set to Draft, Out for Bid, Void, or Terminated will not be reflected on the budget. Commitments with the status Out for Signature will be listed in the Pending Cost column, while commitments with the status set to Approved or Completed will be listed in the Committed Cost column on the Budget. 
  • Executed: You can filter by execution, which uses the 'Executed' checkbox.

Using Granular Permissions with Commitments

You can grant granular permissions to users who are assigned to a permission template to allow those users to perform specific tasks on the Commitments tool. For more information, see Grant Granular Permissions in a Permission Template.

You can grant the following granular permissions for commitments:

commitments-granular-permission.png

  • View Private Purchase Orders: Grants users the privilege to see purchase orders marked as private, without having to add them to the 'Private' drop-down. Users can also view information in the Change Orders tab on private purchase orders. 
  • View Private Subcontracts: Grants users the privilege to see subcontracts marked as private, without having to add them to the 'Private drop-down. Users can also view information in the Change Orders tab on private subcontracts. 
  • Create Purchase Order. Grants users the privilege to create purchase orders. See Create a Purchase Order
  • Create Subcontract. Grants users the privilege to create subcontracts. See Create a Subcontract
  • Update Purchase Order. Grants users the privilege to edit purchase orders. See Edit a Commitment.
  • Update Subcontract. Grants users the privilege to edit subcontracts. See Edit a Commitment.

 

 

 

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