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Procore

Edit a Direct Cost

Objective

To edit a direct cost

Background

Direct Costs are the costs your business incurs that are not associated with commitments; for example, general conditions and self-performed work. The different types of direct costs that users can create in Procore are invoices, expenses, and payroll. Invoices are received from a vendor and are costs that are not tied to a commitment with that vendor. Expenses are used to track costs that are allocated from the company to the project, for things such as computers, phones, internal equipment rentals, etc. You can also track monthly payroll costs and classify them by cost code, so that the payroll amounts reflect each month on the budget. Users will see the direct costs they create in the "Direct Costs" column in the budget for that line item (as long as the status is not 'Draft'). If you choose to pre-fill payment application data, the Direct Costs with a received date that falls within the billing period of the payment application will pull into their matching division and/or cost code and cost type matching line items on the payment application SOV. 

Things to Consider

  • Required User Permission:
    • 'Admin' on the projects Direct Costs tool
      OR
    • 'Standard' on the project's Direct Costs tool and the permission template assigned to the user must be granted the 'Create Direct Cost' granular permission. See "Grant Granular Permissions in a Permission Template" in the See Also section below. 

Steps

  1. Navigate to the project's Direct Costs tool.
  2. Locate the direct cost that you want to edit. 
  3. Click Edit.
  4. Under General Information, update the following:
    1. Type
      Select ExpenseInvoice, or Payroll from the drop-down menu.
    2. Date
      Choose a date from the drop-down calendar control.
    3. Status
      Select DraftPendingRevise and Resubmit, or Approved.
      Note: If the status is set to anything other than Draft, the direct cost line item amount will be visible in the "Direct Cost" column on the Budget. 
    4. Vendor
      Select a vendor from the drop-down menu.
      Notes:
      • The selections in this list are populated from the Company Directory (and NOT the Project Directory). 
      • This field is only when "Invoice" is selected. 
    5. Employee
      Select an employee from the drop-down that the direct cost was received from.
    6. Terms
      Enter any terms for the seller. You can either select one of the options from the drop-down or create your own by entering text into the Terms text box.
      Note: This drop-down requires a supported web browser. See Which web browsers are supported by Procore?
    7. Description
      Enter in a more detailed description of the direct cost.
    8. Received Date
      Enter a date the direct cost was received.
      Note: This date will need to fall within the beginning and end date of the billing period of the payment application you want to see the direct cost pre-fill on. 
    9. Paid Date
      Enter a date the direct cost was paid.
    10. Attachments
      Add an attachment, such as a digital copy of an invoice, bill, or receipt for the direct cost. 
  5. Add a line item to the direct cost by selecting one of the following:
    • Sub Jobs: If you have sub jobs on your project, select a sub job. 
    • Cost Code: Select the appropriate cost code for the item.
    • Type: Select the appropriate item type from the drop-down menu.
    • Quantity: Enter in the quantity of units.
    • Units: Enter in the number of units of the item.
    • Unit Cost: Enter in each unit cost. 
    • Subtotal: The subtotal will be calculated automatically. 


       
  6. Click +Add. If the combination of the sub job, cost code, and cost type are non-budgeted, a pop-up will appear asking to confirm you want to add these line items to the budget. If OK is selected, these line items will be added directly to the Budget with a "?" next to each line item. See "Add a Partial Budget Line Item" in the See Also section below. 
  7. Click Create to create the direct cost.

 

 

See Also

If you would like to learn more about Procore’s cost management software and how it can help your business, please visit our construction cost management software product page here.

 

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