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(Beta) Create Prime Contract Change Orders

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Objective

To create a Prime Contract Change Order from a change event.

Background

If the Change Events tool is enabled on your project, your project's change order tier configuration setting. The tier setting determines the number of steps that take place before creating a prime contract change order. To learn more, see What are the different change order tier settings in Project Financials?)

Change Order Tier Setting For three (3) tier, start here... For two (2) tier, start here... For one (1) tier, start here...
One (1) Tier N/A N/A See below
Two (2) Tier N/A Create a Potential Change Order for a Prime Contract from a Change Event See below
Three (3) Tier Create a Potential Change Order for a Prime Contract from a Change Event Create a Change Order Request See below
 Tips

Are you inviting contractors to submit bids on your project's change events using the RFQs feature? Learn more about the RFQs feature by visiting one of these links:

Are you using Procore's 'Revenue ROM' function?

If your project team has opted to use the Revenue ROM function, the SOV on your prime contract change orders is also automatically updated. If you have hidden the Revenue ROM function, any automatic updates depend upon the scope of the change event:

  • When change events are 'In Scope' or 'TBD', the SOV on the prime contract change order is automatically updated with a $0 value. 
  • When change events are 'Out of Scope', the SOV on the prime contract change order is automatically updated using the data from the RFQ when the RFQ status is set to 'Pending Final Approval.' 
  • When change events are not in one of the above statuses, the SOV is automatically updated using the Cost ROM. 

Things to Consider

  • Required User Permissions:
    • 'Standard' or 'Admin' level permissions on the project's Change Events tool.
      AND
    • 'Standard' or 'Admin' level permissions on the project's Prime Contracts tool.
       Notes
      For users with 'Standard' level permissions on the project's Prime Contracts tool to perform this task, the following must also be true:
  • Required Configuration Setting:
  • Additional Information:
    • After you create a change event, you can also create an RFQ to send to the affected subcontractor(s). See Create RFQs.'
  • If your company has enabled the ERP Integrations tool, keep these items in mind:
    • QuickBooks® Desktop: 
      • Prime contract change order exports are NOT supported.
    • Sage 100 Contractor®:
      • Prime contract change order exports are NOT supported.
    • Sage 300 CRE®:
      • Title. The prime contract change order title must be 30 characters or less. 
      • Number (#). The prime contract change order 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.
    • Integration by Procore:
      • Prime contract change order exports are NOT supported.
    • Viewpoint® Vista™:
      • Prime contract change order exports are supported.
    • CMiC:
      • Date. Required field.
      • 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 CMiC and the export prime contract change orders capability has been switched on in Procore by your Integration Implementation Specialist.
      • Markups. Horizontal Markups are allowed. Vertical Markups are not allowed at this time. 

Prerequisites

Steps

  1. Navigate to the project's Prime Contracts tool.
  2. Locate the prime contract to modify. Then click its Number link. 
  3. Click the Create button and choose one of these options:
    • If your project uses the one (1) tier change order tier setting, choose the Create Prime Contract CO option.
      OF
    • If your project uses the two (2) or three (3) tier change order tier setting, choose the Create Prime PCO option. You must create a potential change order before you can create a prime contract change order (i.e., for 2-tier change orders) or change order request (i.e., for 3-tier change orders). 
      Example
      The illustration below shows you the location of the 'Create' button. The options in the drop-down list will vary, depending on your project's change order tier setting.
      create-prime-contract-co.png
  4. In the 'General Information' section, complete the following

    • 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. 

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

    • 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.

    • Reviewer
      This field is blank on a new change order. After the 'Designated Reviewer' approves or rejects the change order, that person's name appears here. 

    • Review Date
      This field is blank on a new change order. After the 'Designated Reviewer' approves or rejects the change order, the date the person submits their response appears here. 

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

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

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

    • Signed Change Order Received Date
      This field is blank on a new change order. After the signed change order is received, select the date from the calendar control. 

    • Depending on the change order tier settings of the Prime Contract's tool, one (1) of these list boxes will appear:  
      OR

      Change Order Requests
      If the tool is configured for three (3)-tier change orders, select any change order requests related to this change order from this drop-down list.  See Configure the Number of Change Order Tiers on a Project Financials Tool.

    • 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. 

    • Attachments
      Add any relevant document or image as a file attachment. You can attach multiple files using these methods:

      • Click Attach File(s) and select the files to add from your computer or another Procore tool.
        OR
      • Use a drag-and-drop operation on your computer to add the file attachments to Procore. 
  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®.