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Procore

Add a Subcontractor SOV to a Commitment as a Subcontractor

Objective

To add a Subcontractor Schedule of Values (SSOV) to a purchase order or subcontract.  

Background

In Procore, the 'Subcontractor SOV' tab is enabled on the Commitments tool by default. This tab provides your downstream contractors with a way to provide a detailed breakdown of specific work items on a commitment. This breakdown is entered by your contractors on a separate tab—to ensure the committed amounts on each line item on the subcontract's general 'Schedule of Values' tab remains consistent with the approved agreement. 

Example

Let's assume you are a general contractor and have a subcontract with 'ABC Concrete'. Before your company will approve payment for work items on that subcontract, you want the subcontractor to provide a line item breakdown of each cost code/cost type combination to describe their costs in more detail.

To do this, you can have Procore send an email notification to the designated 'Invoice Contact' on the commitment. This email asks their company to complete the  Subcontractor SOV.  After the subcontractor adds their detailed line item breakdown to demonstrate their labor costs, materials, or other costs associated with the work items, they can then submit the completed data entry back for your review. 

Things to Consider

  • Required User Permissions:
    • To add a line item to the Subcontractor SOV tab of any contract, 'Admin' level permissions on the project's Commitments tool. 
    • To add a line item to the Subcontractor SOV tab of a specific contract, 'Read Only' level permissions or higher if the user is also the designated invoice contact on the purchase order or subcontract. To learn more, see What is an invoice contact?
    • To add a line item to the Subcontractor SOV tab when a contract is not marked 'Private,' 'Read Only' or 'Standard' level permissions on the project's Commitments tool with the 'Create Purchase Order' granular permission and/or 'Create Subcontract' granular permission enabled on your permissions template.
    • To add a line item to the Subcontractor SOV tab when a contract is marked 'Private,' 'Standard' level permissions on the project's Commitments tool and either added as an 'Invoice Contact' or added as member 'Private' drop-down list with the 'Allow Users to See SOV Items' check box enabled on the purchase order or subcontract. For details, see Create a Purchase Order or Create a Subcontract.
  • Limitations:
  • Additional Information:
    • You must add line items to the Subcontractor SOV before you create subcontractor invoices for the purchase order or subcontract.
  • For companies using the ERP Integrations tool:

Prerequisites

Steps

  1. Navigate to the Subcontractor SOV
  2. Add Line Items to the Subcontractor SOV

Navigate to the Subcontractor SOV

There are several ways to navigate to the Subcontractor SOV:

  • From an email invite
    If you have been designated as an 'invoice contact' (see Add Invoice Contacts to a Purchase Order or Subcontract), your general contractor may send you an email invitation to submit a subcontractor SOV. Open that message and click the Go to Procore button. If you are not logged into Procore at that time, you will be prompted to enter you login credentials. After logging in, the Subcontractor SOV tab for the purchase order or subcontract will be opened in edit more. 
  • From the project's Commitments tool
    If your Procore user account has been granted 'Read Only' or 'Standard' permission on the Commitments tool, you can also log into Procore and follow these steps:
    1. Navigate to the project's Commitments tool.
    2. Click the Summary or Detailed tab.
    3. Locate the purchase order or subcontract to work with and click View.
    4. Click the Subcontractor SOV tab.
  • From the project's Invoicing tool
    If your Procore user account has been granted 'Admin' permissions on the project's Commitments tool, you have permission to use the Invoicing tool. Follow these steps:
    1. Navigate to the project's Invoicing tool. 
    2. Click the Subcontractor tab. 
    3. Locate the commitment to work with and click its link. 
    4. Click the Subcontractor SOV tab. 

Once you have located the Subcontractor SOV tab, continue with the next step. 

Add Line Items to the Subcontractor SOV

  1. Navigate to the project's Commitments tool.
  2. Click the Summary or Detailed tab. 
  3. Locate the purchase order or subcontract in the list. Then click Edit
  4. Complete the data entry in the General tab.  
     Important

    To update the Schedule of Values, a user must be designated as an invoice contact. See Add Invoice Contacts to a Purchase Order or Subcontract

  5. Under Schedule of Values, add line items by clicking the click here to add link.
    These are the line items that your subcontractor will break down in to more detail on the Subcontractor SOV.
  6. Add all related line items:
    • Change Event Line Item. If you have change events enabled, you can select a change event line item if the commitment needs to be linked to a change event. 
    • Prime Contract Line Item. If you do not have change events enabled, select the related line item from your Prime Contract. If the item is not accounted for in the Prime Contract, select the "Non Budgeted" option.
    • Sub Jobs. Any sub jobs on the project that you have synced will appear in this drop-down. All cost codes related to the sub jobs will appear in the following field. If your company is using the Procore + ERP Integrations tool, see Which integrated ERP systems support the 'Sub Job' concept.
    • Cost Code. Select the appropriate cost code for the item. For example, 02-200 - Earthwork.
    • Description. Enter a brief description about the line item.
    • Cost Type. Select the appropriate item cost type from the drop-down list. For example, Labor or Subcontractor.
    • Tax Code. Select a tax code to use for this line item. This field only appears if you have enabled the tax codes feature. See How can I use tax codes on a project?
    • Amount. Specify the cost of the line item.
  7. Click Add Line Item to add additional line items, as necessary.
  8. Once you are done adding line items, do one of the following:
    • To add subcontractor SOV line items on behalf the invoice contact, click Create. Then continue with the steps in Update the Subcontract SOV. 
      OR
    • To invite your invoice contact(s) (see Add Invoice Contacts to a Purchase Order or Subcontract) to add line items to the Subcontractor SOV tab on their invoice, click Create and Email.
       Notes

      Clicking the Create and Email button sends an email message to notify the invoice contact to add line items to the Subcontractor SOV.

 

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