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Create a Subcontractor SOV

Objective

To create a Subcontractor Schedule of Values (SOV). 

Background

In the same way that you can allow subcontractors to create Subcontractor Invoices for your approval, you can also allow subcontractors to enter their detailed schedule of values breakdown here for your approval. With the standard recommended permissions, subcontractors can break down each line item but can not modify the general line items.

The intent of the General Schedule of Values is to have one line item per cost code and cost type in order to create the contract amount and assign a cost code and cost type. 

Things to Consider

 Tip
Are you creating a Subcontractor SOV for your subcontractor to update later? If so, your subcontractor must have a Procore user account in your Company Directory and that account must be granted the appropriate permissions on the Commitments tool. For details, see Add a Subcontractor SOV to a Commitment as a Subcontractor.

Steps

Create a Purchase Order or Subcontract 

Complete the steps in Create a Purchase Order or Create a Subcontract. Then continue by updating the SOV as described in the next step.

Update the Schedule of Values (SOV) 

  1. Navigate to the project's Invoicing tool.
  2. Click the Owner or Subcontractor tab. 
  3. Locate the purchase order or subcontract in the list. Then click its link in the Contract column. 
  4. In the General tab, click Edit
  5. Provide the subcontractor's Procore user account with with appropriate access permission. 
     Important

    To provide a subcontractor with the appropriate access permission to update the SSOV on the commitment,  you must do the following:

    1. Select the subcontractor's company name from the Contact Company drop-down list.
    2. Add the subcontractor to the Invoice Contacts drop-down list.
    3. Add the subcontractor to the Private drop-down list.
    4. Click Save.
  6. Click the Schedule of Values tab. 
  7. Click Add Line.
    Notes:
    • The Schedule of Values (SOV) tab is a general SOV for the purchase order or subcontractor.
    • Later, when you need a more detailed breakdown from what is listed here, you will then add the SSOV as described in Update the Subcontractor SOV (SSOV). 
  8. Add all related line items to the SOV:
    • 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.
    • Budget Code
      Select a budget code from the list or click Create Budget Code to create a new one. See What is a budget code?
    • Description
      Enter a brief description about the line item.
    • 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.
  9. Click Add Line Item to add additional line items, as necessary.
  10. Once you are done adding line items, do one of the following:
    • To add subcontractor SOV line items on behalf or your subcontractor, click Create
      OR
    • To invite your invoice contacts to create the Subcontractor SOV line items (see Create Invoice Contacts), click Create and Email to send the Invoice Contacts and email notifying them they can add their subcontractor line items to the Subcontractor SOV tab. See Review a Commitment's Subcontractor Schedule of Values.
  11. Continue with the next step. 

Update the Subcontractor SOV (SSOV) 

Perform these steps in the purchase order or subcontract:

  1. Click the Subcontractor SOV tab.
  2. Click Edit
    Note: In order to edit the SOV line items, the commitment cannot have subcontractor invoices. 
  3. Click +Add Line Item to add a detailed breakdown for each line item.
  4. When you are done adding line items, click Submit.
    Note: You are unable to click Submit if the Remaining To Allocate value does not equal zero. The Remaining To Allocate amount shows the difference between the sum of our detail line items and the general schedule of values line item.
    Note: The General sub tab and the Subcontractor SOV sub tab each have their own status field. In order to create subcontractor invoices for that commitment, both tabs must have a status of 'Approved.'

See Also

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.