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Create a Prime Contract Change Order (PCCO)

Background

Use the steps below when you need to make changes to a prime contract.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions 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:
      • The Date field on a PCCO is required.
      • The Billing Item Code on a PCCO must be 10 characters or less.
      • The PCCO must be in the 'Approved' status.
      • For each associated line item that you add to the change order's Schedule of Values (SOV), you may designate a unique associated Prime Contract line item, or the same associated Prime Contract line item for all change order line items.  Note: The Associated Line Item is only visible and available when the ERP Integrations tool has been configured to work with Viewpoint® Spectrum® and the export prime contract change orders capability has been switched on in Procore by your Integration Implementation Specialist.
    • Integration by Ryvit: Viewpoint® Vista™
      To successfully export a PCCO from Procore to Viewpoint® Vista™, the following must be true:
      • The Date field on a PCCO is required.
      • The PCCO must be in the 'Approved' status.
      • For each associated line item that you add to the change order's Schedule of Values (SOV), you may designate a unique associated Prime Contract line item, or the same associated Prime Contract line item for all change order line items.  Note: The Associated Line Item is only visible and available when the ERP Integrations tool has been configured to work with Viewpoint® Vista™ and the export prime contract change orders capability has been switched on in Procore by your Integration Implementation Specialist.
    • QuickBooks®
      • PCCO exports are NOT supported.
    • Sage 100 Contractor®
      • PCCO exports are NOT supported.
    • Sage 300 CRE®:
      To successfully export a PCCO from Procore to Sage 300 CRE®, the following must be true:
      • 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 a unique associated Prime Contract line item, or the same associated Prime Contract 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.

Prerequisites

Steps

  1. Navigate to the project's Prime Contracts tool.
  2. Locate the prime contract to work with. Then click View
  3. Click Create Prime Contract CO.
    create-prime-contract-change-order.png
  4. 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. This indicates the PCCO has been approved. Costs are reflected as 'Approved Changes' in the budget.
      • Draft. This indicates the PCCO still needs to be modified before it can be submitted for review. Costs are not reflected in the budget.
      • No Charge. This 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.
      • Pending - In Review. This indicates the PCCO is currently being reviewed by an approver. Costs are reflected as 'Pending Changes' in the budget.
      • Pending - Not Pricing. This indicates the PCCO is pending and is not actively being priced. Costs are reflected as 'Pending Changes' in the budget.
      • Pending - Not Proceeding. This indicates the PCCO is pending and the work is not currently taking place. Costs are reflected as 'Pending Changes' in the budget.
      • Pending - Pricing. This indicates the PCCO is pending and is currently out for pricing. Costs are reflected as 'Pending Changes' in the budget.
      • Pending - Proceeding. This indicates the PCCO is still pending and the work is being completed. Costs are reflected as 'Pending Changes' in the budget.
      • Pending - Revised. This indicates the PCCO has been modified since its initial submission. Costs are reflected as 'Pending Changes' in the budget.
      • Rejected. This indicates the PCCO  was rejected. Costs are not reflected in the budget.
      • Void. This indicates the PCCO was voided. Costs are not reflected in the budget.  
    • 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.
  5. Choose one (1) of these options:
    • To create the PCCO, click Create.
      OR
    • To create the email and send email notifications, click Create & Email

 

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 here.