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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 invite an invoice contact to submit a subcontractor invoice for review, you can also invite an invoice contact to provide a more detailed breakdown of line items on the 'Schedule of Values' tab by enabling the 'Subcontractor SOV' tab on a purchase order or subcontract

  • On the general 'Schedule of Values' tab for a purchase order or subcontract, each line item is assigned to a specific cost code and cost type. 
  • On the 'Subcontractor SOV' tab on a purchase order or subcontract, you may be asked to provide a more detailed breakdown of a line item on the 'Schedule of Values' tab. This may be required to provide a more full explanation about the amounts to obtain approval on an invoice. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Commitments tool.
      OR
    • 'Read Only' level permissions or higher on the project's Commitments tool with the 'Create Purchase Order' and 'Create Subcontract' granular permission enabled on your permissions template.
       Notes
      • User permissions are NOT managed in the project's Invoicing tool. Instead, the Invoicing tool is designed for users with 'Admin' level permissions on the Prime Contracts and/or Commitments tool. 
      • If you are a collaborator (for example, an invoice contact for a subcontracting company that is performing work for a general contractor managing your contract in Procore), your ability to perform invoice-related tasks is determined by the project team that controls these settings for your Procore user account: 
        • Your user account's permissions on the project's Commitments and/or Prime Contracts tool.
        • Your membership on the 'Private' list of a specific prime contract, purchase order, or subcontract.
        • Your designation as an 'Invoice Contact' on a prime contract, purchase order, or commitment.
      • To learn more about permissions for specific tasks that can be performed with the Invoicing tool, see Permissions: Invoicing.
    Limitations:
  • Additional Information:
    • On the purchase order's or subcontract's General tab, you must select your collaborator's user name in the 'Private' and 'Invoice Contact' fields before your collaborator can see the SOV.
      • Only the detail line items added on the Subcontractor SOV tab will carry over to the invoice.
      • For companies using the ERP Integrations tool, the Subcontractor SOV line items that you create do NOT sync with your integrated ERP system. 
 Tip
Are you creating a Subcontractor SOV for your subcontractor to update later? If so, your collaborator 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 an Invoice Contact.

Prerequisites

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 the Contract link to open the contract.
  4. In the General tab, click Edit
  5. Provide the invoice contact's user account with the appropriate access permissions. 
     Important

    To provide a subcontractor with the appropriate access permission to update the Subcontractor SOV on a purchase order or subcontract,  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.
     Note
    • The 'Schedule of Values' tab is a general SOV that details each scope of work associated with the purchase order or subcontract. 
    • The 'Subcontractor SOV' tab is the more specific area where collaborators provide a more detailed line-item breakdown of each line item on the general Schedule of Values tab. See Update the Subcontractor SOV below. 
  8. Add all related line items to the general 'Schedule of Values' tab:
    schedule-of-values-tab-with-celis.png
    • Change Event Line Item
      If you have change events enabled, you can select a change event line item if you want to link the purchase order or subcontract to a specific 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 of 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 of 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:

 Note
  1. Click the Subcontractor SOV tab.
  2. Click Edit
  3. Enter a detailed line-item breakdown that corresponds to each line item on the general Schedule of Values tab. 
    subcontractor-sov-with-budget-code.png
  4. Add line items as follows:
    • Click the +Add Line Item link.
    • In the Description box add a detailed description of the work to complete. 
    • In the Amount box, add the specific amount for that work. 
    • Continue this step until the Remaining to Allocate amount for that budget code and description reads $0.00.
  5. When you have allocated all of the amounts in the Subcontractor SOV tab, click the Submit button. 
     Note
    The Submit button is NOT available for use until all remaining amounts have been allocated. 

 

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.