Skip to main content
Procore

Create a Prime Contract Change Order (PCCO)

Objective

To create a Prime Contract Change Order (PCCO).

Background

In Procore, a Prime Contract Change Order (PCCO) is a change order that affects the prime contract. In a two-tier change order setup, it typically consists of a bundle of Potential Change Orders (PCOs) that must be approved by the owner.  In a three-tier change order setup, it typically consists of a bundle of Change Order Requests (CORs) that must be approved by the owner. See What are the different change order tiers?

Things to Consider

  • Required User Permission:
    • 'Admin' on the project's Prime Contracts tool.
  • Limitations:
  • For companies using the icon-erp-synced2.png ERP Integrations tool: Show/Hide  
    • Integration by Procore: Viewpoint® Spectrum® 

      To successfully export a PCCO from Procore to Viewpoint® Spectrum®, the following must be true:

    • Integration by Ryvit: Viewpoint® Vista™
      • PCCO exports are NOT supported.
    • QuickBooks®
      • PCCO exports are NOT supported.
    • Sage 100 Contractor®
      • PCCO exports are NOT supported.
    • Sage 300 CRE®:
      • Title. The PCCO title must be 30 characters or less. 
      • Number (#). The PCCO number be five (5) characters or less. 
      • Status. The prime contract must be in the Approved status.
      • Associated Line Item. For each line item that you add to the change order's Schedule of Values (SOV), you may designate one (1) associated line item for each change order line item or the same associated line item for all change order line items.  Note: The Associated Line Item list is only visible and available when the ERP Integrations tool has been configured to work with Sage 300 CRE® and the export prime contract change orders capability has been switched on in Procore by your Integration Implementation Specialist.

Steps

  1. Navigate to the project's Prime Contracts tool.
  2. Click Create Prime Contract CO.
    create-prime-contract-change-order.png
  3. Complete the following fields:
    • #. This field automatically populates based on the number of PCCOs already created. By default, the number will automatically increment by one. However, you can manually enter a different number, if desired.
      Note: If you manually enter a number, the next PCCO that's created will automatically increment by one, based upon this specified value.
    • Date Created. Shows the date and time that the PCCO was created. Note: You cannot modify this date.
    • Revision. Displays the PCCO's revision number. When a PCCO is first created, its revision number is zero. A PCCO could have multiple revisions because of feedback from a reviewer/approver. 
    • Created By. Displays the name of the user that created the PCCO.
    • Title. Enter a title name for the PCCO that describes the packaged COR requests included.
    • Status. Select the current state of the PCCO:
      • Approved. Indicates the PCCO has been approved. Costs are reflected as 'Approved Changes' in the budget.
      • Draft. Indicates the PCCO still needs to be modified before it can be submitted for review. Costs are not reflected in the budget.
      • Pending - In Review. Indicates the PCCO is currently being reviewed by an approver. Costs are reflected as 'Pending Changes' in the budget.
      • Pending - Revised. Indicates the PCCO has been modified since its initial submission. Costs are reflected as 'Pending Changes' in the budget.
      • Pending - Pricing. Indicates the PCCO is pending and is currently out for pricing. Costs are reflected as 'Pending Changes' in the budget.
      • Pending - Not Pricing. Indicates the PCCO is pending and is not actively being priced. Costs are reflected as 'Pending Changes' in the budget.
      • Pending - Proceeding. Indicates the PCCO is still pending and the work is being completed. Costs are reflected as 'Pending Changes' in the budget.
      • Pending - Not Proceeding. Indicates the PCCO is pending and the work is not currently taking place. Costs are reflected as 'Pending Changes' in the budget.
      • Rejected. Indicates the PCCO  was rejected. Costs are not reflected in the Budget.
      • No Charge. Indicates the PCCO has no associated financial charge and no costs will be reflected in the project's budget.
        Note: These statuses reflect the budget in the ways listed above for the 'Procore Standard Budget' view. To learn more, see Set up a New Budget View. 
    • Private. Check this box if you want to make the PCCO  private and visible only to users with 'Admin' on the Prime Contracts tool. 
    • Due Date. Select a due date for when the PCCO must be approved by. 
    • Invoiced Date. Select the date when the PCCO was invoiced.
    • Designated Reviewer. Select a designated reviewer to approve the PCCO . See Review and Approve/Reject Prime Contract Change Orders (PCCO).
    • Paid Date. Select the date that payment was received for the PCCO.
    • Reviewer. This field is auto-populated after the designated reviewer reviews or approves the PCCO.
    • Description. Enter a more detailed description of the PCCO.
    • Schedule Impact. If known, you can provide an estimate of the number of additional days that would potentially be added to the current project schedule if the PCCO were approved.
    • Revised Substantial Completion Date. Enter a revised substantial completion date. The prime contract's substantial Completion Date is updated after the PCCO status' is set to 'Approved.' Note: This field is only visible when it is enabled. See Configure Settings: Prime Contract.
    • Executed. Mark this checkbox after the PCCO is fully executed.
    • Change Order Requests. If the Prime Contract's tool is configured for 3-tier change orders, select any change orders related to this PCCO from this drop-down list.  See Configure the Number of Prime Contract Change Order Tiers.
    • Potential Change Orders. If the Prime Contract's tool is configured for 2-tier change orders, select any potential change orders related to this PCCO from this drop-down list.  See Configure the Number of Prime Contract Change Order Tiers.
  4. Choose one (1) of these options:
    • To create the PCCO, click Create.
      OR
    • To create the email and send email notifications, click Create & Email