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Create a Prime Contract Change Order

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Objective

To create a prime contract change order in the Project level Prime Contracts tool. 

Background

Use the steps below when you need to create a prime contract change order.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Prime Contracts tool.
  • Additional Information:
  • 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® Desktop: 
      • 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 its Number link. 
  3. Click Create Prime Contract CO.
    create-prime-contract-change-order.png
  4. Complete the following fields:

    • Sign with DocuSign®
      If you have enabled the Procore + DocuSign® integration (see Enable or Disable the DocuSign® Integration on a Procore Project), a checkmark appears in this box by default. If you do NOT want to collect signatures with DocuSign®, remove the mark.

       Tip
      How do you collect signatures with DocuSign? After the data entry for the item is complete, Procore recommends changing the item's status to 'Out for Signature' before clicking the Complete with DocuSign button to launch the DocuSign® application. If you have not previously signed in, you will be prompted to Log In to DocuSign®. Once you are signed in, you can prepare the DocuSign® envelope for signatures. After the signature process is complete, Procore automatically changes the status of the item to 'Approved' and marks the item as 'Executed'. To learn more, see DocuSign®.

    • #
      Accept the default number, enter a new number, or create a custom numbering scheme for this change order and future ones. 

       Notes
      • Procore automatically assigns the item a new number in sequential order. For example; 001, 002, 003, and so on.
      • To use a custom numbering scheme, enter any set of alphanumeric characters. Procore automatically assigns new numbers in sequential order using your custom scheme. 

    • Date Created
      Shows the date and time the change order was created in Procore. You cannot change this date.

    • Revision
      If you revise a change order later, you can enter the revision number here.

    • Created By
      Procore automatically populates this field with the name of the user who created the change order. 

    • Title
      Enter a descriptive name here. 

    • Status
      Select the current status of the change order. Procore automatically places the change order in the 'Draft' status. To learn more, see What are the default statuses for change orders in Procore?

       

    • Private
      Mark this checkbox if you want the item to be private. This means it is only visible to users with 'Admin' level permissions on the contract (or funding). 

    • Due Date
      Select a due date to indicate the date by which the 'Designated Reviewer' must approve or reject the change order. 

    • Invoiced Date
      Select the date when the change order was invoiced. 

    • Designated Reviewer

      Select the Procore user at your organization who is responsible for approving or rejecting the change order. To appear as a selection in this list, the designated reviewer's Procore user account must be added to the Project Directory and have 'Standard' level permissions or higher to the contract or funding tool. See Add a User Account to the Project Directory. 

       Tip

      Are you the 'Designated Reviewer' on a change order? To learn how to submit an approve or reject response, see Approve or Reject a Change Order.

    • Paid Date
      Select the date that payment was received for the change order.

    • Description
      Enter a more detailed description of the change order. 

    • Schedule Impact
      If this change order 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
      If the change order modifies the substantial completion date for the contract, select that date from the calendar control. 

       Note
      If the substantial completion date is enabled on the 'Configure Settings' page of the tool, Procore updates the change order's 'Revised Substantial Completion Date' field after the change order is placed into the Approved status. 

    • Executed
      Mark this checkbox after the change order is fully executed.

    • Depending on the change order tier settings of the Prime Contract's tool, one (1) of these list boxes will appear:
  5. Choose one (1) of these options:
    • To create the change order, click Create.
      OR
    • To create the change order and send email notifications, click Create & Email. 
      OR
    • If you are using the Procore + DocuSign® integration to collect signatures, click Complete with DocuSign. To learn more, see DocuSign®.