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Update the Schedule of Values (SOV) on a Prime Contract

Objective

To describe the different ways you can update the line items on a schedule of values on a prime contract. 

Background

schedule of values is a list of line items that details all of the agreed upon costs (e.g., labor, materials, and so on) on a project. Abbreviated as SOV, it itemizes the contract amount into individual pay items to show how the entire contract sum is allocated to all of the project's work. An SOV is also based on the project's approved budget and commonly used to determine progress payments to contractor(s).

Things to Consider

Steps

There are several ways to add and update line items on a prime contract's SOV:

Add Line Items to the Prime Contract SOV

  1. Navigate to the project's Prime Contracts tool.
  2. Locate the prime contract with the SOV to update.
  3. Click Edit.
  4. Click Schedule of Values.
  5. Click Add Line.
  6. Complete the data entry as follows:
    1. Budget Code
      Select a budget code from the or click Create Budget Code to create a new one. See What is a budget code?
    2. Description
      Enter a description for the line item. For example, type: Monthly Service Fee
    3. Qty
      Enter in the quantity of units.
    4. UOM
      Select the Unit of Measure (UOM) from the list. See Which units of measure (UOM) are included on Procore's master list? and Add a Unit of Measure to the Unit of Measure Master List.
    5. Unit Cost
      Enter the Unit Cost in the box provided.
    6. Amount
      The system automatically calculates the subtotal for you, based on the QtyUOM, and Unit Cost entries. 
  7. Repeat the above steps for all line items.
  8. Choose one of these options:
    • Click Save
      OR
    • Click Save & Email.  

Create the Prime Contract SOV from the Project Budget

If you created a project budget (using the Budget tool), you can use it to quickly build out a Prime Contract's SOV. There are two options for how to create the Prime Contract SOV from the Budget tool. (Note: You can only perform this action if there are zero line items.)

  1. Navigate to the project's Prime Contracts tool. 
  2. Locate the prime contract that you want to update in the list.
     Note
    To create a schedule of values from a budget:
    • The budget must be locked. See Lock a Budget
    • The prime contract must be in the 'Draft' status.
    • The SOV must be blank (no line items can exist for the options below to be available). 
  3. Click Edit.
  4. Click Schedule of Values.
  5. Click Edit.
  6. Under Create Schedule of Values from Budget, choose one of the available options:

    create-sov-from-budget.png
     
    • Option Button 1
      This option creates one line item on the prime contract's SOV for each line item on the project's budget. 
    • Option Button 2
      This option create one line item on the prime contract's SOV for the summaries of each division on the project's budget.
  7. ​Click Create.

Import a Prime Contract SOV from a CSV File

  1. Navigate to a project's Prime Contracts tool.
  2. Locate the prime contract where you want to import the SOV. 
  3. Click Edit
  4. Click Schedule of Values.
  5. (Optional) Under Import Schedule of Values from CSV, download one of the template options:
    • Blank Template
      To download a blank template, click A Blank Template
      OR
    • Template with Existing Line Items
      To download a template that includes any existing SOV line items, click One Showing Existing Line Items
      This downloads a template named 'csv_import.csv' to the location on your computer specified in your web browser's settings. 
      Notes:
      • Using your own template or modifying a file to match a template can result in an incompatible format which can lead to import failure and/or import errors.
      • After completing your SOV data entry in a template, continue with the import process.
      • While using a Procore template is marked (Optional), we recommend that you always download one of these templates to complete your SOV data entry. 
      • If the combination of the sub job, cost code, and cost type are non-budgeted for a line item, this line item will be added directly to the Budget with a "?" next to the line item. See Add a Partial Budget Line Item.
  6. Update the template with your SOV line items. 
    Notes:
    • Do NOT add, rearrange, remove, or rename any of the columns or column headings in the template. 
    • To complete the import successfully, your data needs to be entered using the exact structure specified in the template.  
    • The cost code and cost type entries must exactly match the codes and types defined under Cost Codes in the project's Admin tool. See Add and Edit Project Cost Codes.

      Prime Contract example import csv.png

       
  7. Complete the data entry as follows:
    1. Cost Code Name
      The detailed name of the cost code number in the following format:
      'Division-Code - Title' (e.g. 01-100 - Summary)
      Note: if you do not want to use a cost code, you must enter "None" in the Cost Code Name and Cost Code Number fields. 
    2. Cost Code Number
      The cost code number in the following format:
      'Division-Code' (e.g. 01-100)
      Note: if you do not want to use a cost code, you must enter "None" in the Cost Code Name and Cost Code Number fields. 
    3. Description
      (Optional) A more detailed description of the line item.
    4. Line Item Type
      (Optional) The cost type associated with your cost code (e.g., Labor, Materials, etc.). See Default Cost Type List.
      Notes:
      • You can modify the default cost types and add its own definitions to the list.
      • It is important that your data entries match your company's cost type list. For example, if the category type is Materials, use M and not m, materials, or Materials. Below are the Procore's default Cost Types. Invalid entries are listed as Other in the Type column. 
      • The import process is case-sensitive. 
    5. Amount: Enter a numeric value or the contract amount. (The use of commas and/or the dollar symbol ($) are not required.) For example, '15000' is correct syntax. If there is no dollar amount to enter, be sure to enter 0.00 (the import will not accept a blank cell). 
      NoteBlank lines still count as lines in the import process, so be sure to delete them from the end of the SOV file before importing. 
  8. Specify the type of import/upload action to perform.
    • Delete existing line items, and add CSV as new items  
    • Keep existing line items, and add CSV as new items
  9. Select the modified CSV file.
  10. Click Import.
  11. Wait a few seconds, and then click the Schedule of Values tab.
  12. Verify that the SOV was imported as expected. 

    Prime contract example import verify.png
     
  13. If you need to make further changes to the SOV, click Edit.
    • Manually add additional line items
    • Delete a line item
    • Change the selected cost code number
    • Edit a line item's description, type, and contract amount
  14. Click Save.
    OR
    Click Save and Email if you want to save your changes, as well as forward a copy of the Prime Contract using Procore's built-in email feature. You'll also be able to specify recipients and include a brief message about the Prime Contract.

See Also

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