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Procore

Configure Settings: Prime Contracts

Objective

To configure the advanced settings for the project's Prime Contracts tool. 

Background

When setting up a Procore project, a user with 'Admin' permission on the Prime Contracts tool will first use the steps below to configure the tool's settings for users of the tool. Because users can create a single prime contract or multiple prime contracts on a single project (see Create Prime Contracts), the settings listed below are applied globally to all of the prime contracts in a project:

  • Contract Configuration. Define the number of prime change order tiers for the project, gives you the option to grant users with 'Standard' permission on the Prime Contracts tool, the privilege to create potential change orders, and the ability to choose if you want to make the Schedule of Values (SOV) editable. 
  • Default Distributions. Specify the users to include by default on the Prime Contracts tool's email notification distributions. 
  • Funding Sources. List any funding sources related to the prime contract. A funding source can include federal, state, and local funds, bonds, grants, tax revenue, loans, programs, and more. 

You can also set up customized settings to apply to each prime contract that your users create in a single project. To learn more, see Edit the Advanced Settings Tab for a Prime Contract.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Prime Contracts tool.
  • Additional Information:

Prerequisites

Steps

  1. Navigate to the project's Prime Contracts tool.
  2. Click the Configure Settings  icon.
  3. Under Contract Configuration, do the following:

    pc-contract-configuration.png
     
    1. Number of Prime Contract Change Order Tiers
      Select one option from the drop-down list to define how change orders will be managed on the project:
      Important! This setting cannot be changed after the first change order is created.
      • 1. A one (1) tier change order configuration requires users to create only Prime Contract Change Orders. See Create a Prime Contract Change Order (PCCO) or Create a Prime Contract Change Order (PCCO) with DocuSign.
      • 2. A two (2) tier change order configuration gives users the ability to create potential change order (see Create a Potential Change Order (PCO)) that can then be grouped into a single Prime Contract Change Order) and sent to a user for approval. This is the default setting for Procore projects. 
      • 3. A three (3) tier change order configuration gives users the ability to create a potential change order which can then be added individually or grouped into Change Order Requests. Once the requests are approved, Change Order Requests can be grouped into a single Prime Contract Change Order. 
    2. Allow Standard Level Users to Create PCOs
      Place a mark in this checkbox to grant users with 'Standard' permissions the ability to create a PCO on the Change Orders tab of a Prime Contract.
      Note: If you clear the mark from the checkbox, only users with 'Admin' permission can create a PCO using the Change Orders tab of a Prime Contract.
    3. Enable Always Editable Schedule of Values
      Place a mark in this box to give users the ability to edit the SOV at any time. Clear the mark from the checkbox to restrict users from editing the SOV once an invoice is created or a Prime Contract Change Order is in the Approved status.
      Note: Any update to this setting affects only new invoices and is NOT applied retroactively to existing Invoices
      Enabling this option provides users with the ability to:
      • Add new line items.
      • Update values in the Cost Code column of a line item, if it has NOT been billed in an invoice.
      • Update entries in the Description column.
      • Update entries in the Type column, if it has NOT been billed in an invoice.
      • Reduce the Contract Amount to the Billed to Date amount.
      • Rearrange line item rows.
      • Delete line item rows, if the line item has not been billed for in an invoice.
  4. Under Contract Dates, users who have been granted 'Admin' level permissions on the company's Admin tool can click the Contract Fieldsets page in the Company Admin Tool link in the BLUE informational banner pictured below.
    prime-contracts-dates-moved.png
     Note
    The 'Contract Dates' section has been moved to the 'Fieldsets' tab in Company level Admin tool. To learn how to create fieldsets, see Create New Configurable Fieldsets.
  5. Under Default Distributions, select a person from each drop-down list.

    pc-default-distributions.png
     
    • Prime Contract. Select default distributions to be included in communication regarding the prime contract. This can be people who need to review the prime contract before it is approved. 
    • Prime Contract Change Order. Select default distributions to be included in communication regarding PCCOs (Prime Contract Change Orders). 
    • Prime Contract Change Order Request. Select default distributions to be included in communication regarding CORs (Prime Contract Change Order Requests).
    • Prime Contract Potential Change Order. Select default distributions to be included in communication regarding Prime Contract Change Orders (Prime Contract Potential Change Orders). 
  6. Click Update.
  7. Under Funding Sources, create a list of funding sources for your project. A funding source can include federal, state, and local funds, bonds, grants, tax revenue, loans, programs, and more. See Create Multiple Prime Contracts

    pc-funding-sources.png
     
    1. Name. Enter the name of a funding source in the box.
    2. Description. Enter a description of the funding source in the box.
    3. Click the plus (+) sign to add the line item.
  8. Click Update.

 

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