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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:
    • Sign with DocuSign©
      If the Procore + DocuSign© integration is enabled, a checkmark appears by default. Clear the checkmark from the box if you do NOT want to collect signatures with DocuSign©
    • Change Order #
      Accept the default contract number, enter a new number for this contract, or create a custom numbering scheme for this contract and future contracts.
       Note
      • If you plan to create multiple change orders, Procore automatically assigns new numbers in sequential order. For example; 001, 002, 003, and so on. 
      • To use a custom numbering scheme, enter any set of alphanumeric characters and Procore automatically assigns new numbers in sequential order using your custom scheme. For example, enter PCCO-1, PCCO-01, or PCCO-001. 
    • Date Created
      Shows the date and time the PCCO was created. You cannot change this date.
    • Revision
      Displays the PCCO's revision number. When a PCCO is first created, its revision number is zero (0). 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. You cannot change this name.
    • Title
      Enter a title for the PCCO. 
    • Status
      Select the current status of the PCCO. To learn more, see What are the default statuses for a Prime Contract Change Order (PCCO) in Procore? 
    • Private
      Mark this checkbox 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 automatically completed when the 'Designated Reviewer' approves or rejects the PCCO. See Review and Approve/Reject Prime Contract Change Orders (PCCO).
    • Description
      Enter a more detailed description of the PCCO.
    • Schedule Impact
      If this PCCO is expected to impact the construction project's schedule, enter the estimated number of additional days this would add to the schedule. 
    • Revised Substantial Completion Date
      Enter an updated substantial completion date for the project. 
       Note
      If the substantial completion date is enabled on the Prime Contracts tool, Procore updates the PCCOs 'Revised Substantial Completion Date' field after the PCCO is placed into the Approved status. See Configure Settings: Prime Contracts
    • 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 PCCO 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.