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Procore

Edit Owner Invoices (Beta)

 In Beta
This page details the modernized owner invoice experience.

Objective

To edit an owner invoice for a prime contract.

Background

After creating an owner invoice, you can open it using the Project level Prime Contracts or Invoicing tool to edit as needed. The steps below show you how to edit an owner invoice using the Prime Contracts tool. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Prime Contracts tool.
  • Additional Information:

Prerequisites

Steps

Open an Invoice

  1. Navigate to the project's Prime Contracts tool.
  2. In the table, locate the contract to edit.
     Tip
    • Looking for a specific invoice? To quickly find a match in a long list of invoices, start typing in the Search box. Procore narrows the list to show only the invoices that match your keywords. 
    • Want to organize the invoices in the Owner list? To organize the invoice table, use the options in the Add Group and Add Filter menus. To learn more, see Search, Filter, and Group Invoices.
  3. Click the contract's Number link to open it. 
  4. Click the Invoices tab. 
  5. Locate the invoice in the Invoices (Payment Applications) tab. 
  6. Click the Invoice Position or Invoice # link to open it. 

Procore opens the invoice. You have different editing options on each card in the invoice. 

Update the General Information

To update the invoice's general information:

  1. Scroll to General Information
  2. Click Edit
  3. Update these fields as needed:
     Note
    An asterisk (*) below indicates the field is required. 
    edit-invoice-general-information.png
     
    • Status
      Choose a status from the drop-down list. The default status of a new invoice is Draft. See What are the default statuses for Procore invoices?
    • Invoice No. 
      Change the invoice number, if appropriate. 
    • Billing Period.* 
      Procore automatically populates the drop-down menu with the project's open billing period. If there isn't an open billing period, Procore selects the most recent billing period.
       Tips
      Not seeing a menu option for the current billing period? To learn how to create a billing period, see Create Billing Periods.
    • Period Start
      Procore automatically shows the start date of the selected billing period.
    • Period End
      Procore automatically shows the end date of the selected billing period.
  4. Click Save

View a Summary Preview

To preview the invoice in its finished layout:

  1. Scroll to the Summary Preview section. 
  2. Click the arrow to expand it.
    expand-summary-preview.png

Click here to view an example of the Summary Preview.  

Summary Preview: Upstream Invoice

The Summary Preview lets you view the finished layout of your upstream invoice

Example

Below is an example of an owner invoice created with the Prime Contracts tool. You'll notice slight field labeling differences, if you are viewing an upstream invoice created with one of these Project Tools:

The layout of a Summary Preview always matches the example below.

summary-preview.png

Summary Preview - General Information

The table below details each field in the General Information area of an owner invoice. 

Field Description Project Tool Source Field(s)
To Owner/Client or GC/Client Shows the name of the Owner/Client or GC/Client as specified in the contract or funding.  Directory, Prime Contracts Owner/Client or GC/Client
Project Shows the name of the project as specified in the Project Number field in the Project Information area of the Project Details page. Portfolio Project Number
Application No. Shows the invoice number specified on the invoice. Invoicing Invoice No.
Period Shows the billing period for the invoice.  Invoicing Billing Period
Project Nos. Show the Procore project numbers.  Portfolio  
From Contractor Shows the name of the primary contractor managing the project Prime Contracts Contractor
Via Architect/Engineer Shows the name of the Architect/Engineer as specified on the contract.  Prime Contracts Architect/Engineer
Contract Date Shows the effective date of the contract. This is the date the contract went into force. Prime Contracts  
Contract For Shows the name of the project as specified in the Project Number field in the Project Information area of the Project Details page. Prime Contracts  

Summary Preview -  Contractor's Application for Payment

The table below provides details about each field in the Contractor's Application for Payment area of an owner invoice. 

Line  Field Description Project Tool Source Field(s)
1 Original Contract Sum Show the amount recorded in the 'Original Contract Amount' field in the contract.  Prime Contracts Original Contract Amount
2 Net Change by Change Orders Shows the total amount of any change orders in the Approved status that impact this invoice.  Prime Contracts, Change Orders  
3 Contract Sum to Date (Line 1 ± 2) Shows the sum or difference of the Original Contract Sum (line 1) combined with the Net Change by Change Orders amount (line 2). This shows the positive or negative cost resulting from any approved change orders. See the Summary Preview - Change Order Summary Prime Contracts, Change Orders  
4 Total Completed and Stored to Date (Column G on Detail Sheet) Procore adds the Work Completed and Materials Presently Stored values to show the cumulative sum of the cost for each line item on the invoice.  Invoicing  
5 Retainage Shows the percentage of the payment is being withheld until the job is complete. This value is specified in the contract. Typically, the value is between 5% and 10% for each progress payment. 

Because some regions require variable retention, the 'Retainage' amount may only be reduced once a certain percentage of the contract is complete. 
Prime Contracts  
5a % of Completed Work Shows the percentage of work completed from previous payment applications plus the work completed for this billing period.  Invoicing  
5b % of Stored Materials Shows the percentage of materials being stored on-site. This reflects the value of the materials that were purchased for, but not used on, the project up to the end of the invoice's billing period.  Invoicing  
- Total Retainage (Line 5a + 5b or Total in Column I on Detail Sheet) Shows the variable retainage rate. A variable retainage rate can represent one of two rates: (1) The amount of retainage that is reduced after a certain percentage of work is complete, or (2) the amount of retainage that retainage applies only to labor and NOT to materials. 

Note: If you are withholding a fixed percentage throughout the entire project, you will not use this field. 
Invoicing  
6 Total Earned Less Retainage (Line 4 less Line 5 Total) Shows the Work Completed and Materials Stored Amount Invoicing  
7 Less Previous Certifications for Payment (Line 6 from Prior Certificate) Shows all previous payments for the contract. On the first invoice, this number is zero (0). On subsequent invoices, the amount matches line 6 on the previous invoice.  Invoicing Total Earned Less Retainage (from previous invoice)
8 Current Payment Due Shows the current payment due for the invoice's billing period. This calculation takes the 'Total Completed and Stored to Date' value in the invoice minus 'Retainage' and any completed payments from past invoices.  Invoicing Calculated
9 Balance to Finish, Including Retainage Shows the amount remaining to be paid on the contract, including the 'Retainage' amount.  Invoicing Calculated

Summary Preview -  Change Order Summary

The table below provides details about each field in the Change Order Summary area of an owner invoice. 

Field Description Project Tool Source Field(s)
Total Changes Approved in Previous Months by Owner/Client Shows the total amount of any change orders that were Approved during previous billing periods.  Prime Contracts, Client Contracts, Funding, Change Orders, Invoicing, Progress Billings Calculated
Total Approved this Month Shows the total amount of any change orders that were Approved during the current billing period.  Prime Contracts, Client Contracts, Funding, Change Orders, Invoicing, Progress Billings Calculated
Totals Shows the total amount of all Approved change orders.  Invoicing Calculated
Net Changes by Change Order Shows the net change to the total amount for this invoice. Prime Contracts, Client Contracts, Funding, Change Orders Calculated

Review & Add Approved Changes

If your team approves new budget changes or prime contract change orders after an owner invoice is created, a notification banner appears at the top of the invoice's Schedule of Values.

If you want to add any newly approved changes to the most recent owner invoice, follow these steps:

  1. At the top of the Schedule of Values, click Review & Add the notification banner. 
    banner-review-and-add-active.png
     Tips
    • Don't see a notification banner?  Either (1) there are no approved changes to add to the invoice, or (2) the required 'Budget Changes' settings aren't configured. See Configure Settings: Budget
    • Can't click the Review & Add button? Approved changes can only be added to a prime contract's most recent invoice. If you are editing an older invoice, you can't click the Review & Add button.
    • Are approved changes added to new owner invoices automatically? Yes. Approved changes are automatically added to the Schedule of Values on a new invoice. You do not need to add approved changes to new owner invoices. 
  2. In the Review & Add Approved Changes window, review the adjustment details.
  3. Mark the check boxes next to the changes to add.  
     Important
    Adding approved changes is a permanent action. Once added, they cannot be removed. 

    review-and-add-budget-change.png
  4. Choose from the options:
    • To add the selected changes, mark the checkboxes that correspond to the change and then, click Add
      A GREEN banner appears when the change is successfully added.
      OR
    • To skip adding the changes, click Cancel

Update the Schedule of Values

Before updating the line items, it's helpful to understand the available editing methods. It's also important to know that the accounting method set on the prime contract impacts which columns are available for data entry on the Schedule of Values. 

To update a schedule of values:

View the Schedule of Values in Full Screen

You can view the Schedule of Values in full screen and close it when you finish your updates. 

open-fullscreen.png
close-fullscreen.png

To open or close the fullscreen view of the Schedule of Values:

  • Click the Open Fullscreen link in the top-right corner of the Schedule of Values. 
    OR
  • Click the Close Fullscreen button to return to the card view.  

Set the Column View for PDF Exports

You can configure the SOV's column view before you Export Owner Invoices.

column-view-when-exported.png

Choose an option from the drop-down list:

  • Industry Standard. This exports Procore's default column layout, which is compatible with most industry-standard forms. 
  • Current Configuration. This exports your SOV's current column view. 

Search for Matching Line Items

You can search for the matching line items to edit.  

search-schedule-of-values.png
About the Search Scope

The scope of a search includes:

  • Budget Code
  • Description of Work
Search for Line Items

To search for matching line items:

  1. In the Search field, type a keyword or phrase. 
  2. Press the TAB key or click the magnifying glass icon. 

Manage Table Settings

You can change the row height for the Schedule of Values. You can also show or hide the columns that appear. 

owner-invoice-table-settings.png
Set Row Height
  1. Click the Table Settings button.
    This opens the Table Settings pane. 
  2. Under Row Height, click one (1) option: 
    • Small 
    • Medium
    • Large
Configure Columns
  1. Click the Table Settings button. 
    This opens the Table Settings pane. 
  2. Under Configure Columns, choose from these options:
    • To show a column, move the toggle to the right. 
    • To hide a column, move the toggle to the left. 
    • To show all columns, click Show All. This is the default setting. 

Choose Your Editing Method

It's helpful to understand the differences between the two (2) available data entry methods for contracts. See How do I set the accounting method for a contract? Once you know the accounting method in place, click the Edit button to place the Schedule of Values in editing mode. You can only edit the most recent invoice. If there is a more recent invoice, an informational message appears at the top of the Schedule of Values. 

  • To edit individual line items inline  Show/Hide  
    • Edit line items inline by typing in the text boxes that appear in the editable cells.

      owner-invoice-sov-inline-item-entry.png

  • To edit line items in bulk Show/Hide  
    • To edit SOV line items in bulk:

      1. Click Edit in the top right corner of the SOV card. 
        This places the SOV into editing mode.
      2. Place checkmarks in the boxes to the left of each line item. You have these options:
        • To select all of the SOV line items, mark the box in the Item Number column (see 1).
        • To select all of the line items in a group, mark the box in a line item group (see 2).
        • To select individual line items, mark the desired boxes next to each line item (see 3).

          owner-invoice-edit-values-panel.png
      3. Click the Edit Values button (see 4). 
      4. In the Edit Values pane on the right (see 5), enter percentage values as needed.
        The data entry fields in the Edit Value pane on the invoice's SOV are different, depending on whether the contract was configured to use the amount-based or unit-based accounting method. To learn more, see How do I set the accounting method for a contract?
      5. Click Apply (see 6).

Update the Line Items Using the Contract's Accounting Method

The data entry requirements for line items on a Schedule of Values are determined by the accounting method set on the invoice's prime contract. In Procore, a prime contract can be configured to use one (1) of two (2) accounting methods: Amount-Based or Unit/Quantity Based. The accounting method set on the prime contract impacts which columns are available for data entry on the Schedule of Values. Once line items are created on a contract, all invoices for that contract use the same accounting method. To learn more, see How do I set the accounting method for a contract or funding?

 Tips

How do you know which accounting method is being used? An Amount-Based contract includes columns for entering dollar and percentage amounts. A Unit/Quantity Based contract includes columns for entering a quantity and percentage amounts. Simply compare the columns in your invoice's Schedule of Values to the ones in the examples below.

  • To update line items with the Amount-Based accounting method Show/Hide  
    • To update the line items on an owner invoice's Schedule of Values (SOV) when the prime contract is using the Amount-Based accounting method:

      1. Scroll to the Schedule of Values
        Each line item on an owner invoice's SOV corresponds to a contract line item. 
      2. Click Edit.
        This places the Schedule of Values into edit mode. 
      3. Enter values in these fields as needed:
        The columns in your SOV may be different. To show and hide columns, click the Table Settings icon-ag-grid-table-filter.png icon. To learn more, see Manage Table Settings.
        • Work Completed This Period (%)
          Enter a percentage to represent the monetary value of work completed for this billing period. 
          Note: If the user who created the invoice marked the 'Populate the Schedule of Values with Costs from the Selected Billing Period' checkbox, Procore automatically populates the entry in the hidden 'Work Completed This Period ($)' column with values from subcontractor invoices, direct costs, and commitment change orders.
        • Total Work Completed (%)
          Enter a percentage to represent the work completed to date through this billing period. Procore uses this entry to display the '% of Completed Work' (line 5a) in the Summary Preview. 
          Note: This number represents the cumulative amount of work completed from the first invoice on the contract through the current billing period for this invoice.
        • Work Retainage This Period (%)
          Enter a percentage to represent the work retainage to release this billing period. 
          Note: An entry in this cell lets Procore automatically calculate the currency value in the 'Work Retainage This Period ($)' column of the Schedule of Values. 
        • Materials Retainage (%)
          Enter a percentage to represent the material retainage for this billing period. 
          Note:  An entry in this cell lets Procore automatically calculate the currency value in the 'Materials Retainage This Period ($)' column. 
        • Work Retainage Released (%)
          Enter a percentage to represent the material retainage that you are requesting to be released for work completed this billing period. 
  • To update line items with the Unit/Quantity Based accounting method Show/Hide  
    • To update the line items on an owner invoice's Schedule of Values when the prime contract is using the Unit/Quantity Based accounting method:

      1. Scroll to the Schedule of Values
        Each line item in the invoice's Schedule of Values corresponds to a line item on the invoice's prime contract. 
      2. Click Edit.
        This places the Schedule of Values into edit mode. 
      3. Enter values in these cells as needed:
        • Work Completed: This Period (Qty)
          Enter a quantity amount to represent the work completed for this billing period. This automatically updates the amount in the 'Work Completed: This Period (%)' cell. 
        • Work Completed: This Period (%)
          This cell updates automatically when you enter a value in the 'Work Completed: This Period (Qty)' cell. You can type over this value to change the other entries for this row. 
        • Total Completed & Stored To Date: Total to Date (%)
          This updates automatically when you enter a value in the 'Work Completed: This Period (Qty)' or 'Work Completed: This Period (%)' cells. You can type over this value to change the other entries for this row.

Upload Attachments

When creating an invoice, users have the option to place a mark in the Include backup from direct costs and invoices in the selected billing period box. The experience you see will depend on whether the setting is turned ON or OFF. 

include backup from direct costs and invoices in the Selected Billing Period

If the Include backup from direct costs and invoices in the selected billing period setting is turned ON. 

  1. Scroll to Attachments
  2. Click Edit
    Scroll to the Attachments card. 
     Note
    When the Include backup from direct costs and invoices in the selected billing period setting is turned ON, the Attachments card contains these sections: Uploaded Attachments, Attachments from Subcontractor Invoices, and Attachments from Direct Costs. 

    attachments-with-prefill.png
  3. In the Uploaded Attachments section, click the Upload Attachments button. 
  4. Upload the desired attachments. 

Upload Attachments

If the Include backup from direct costs and invoices in the selected billing period setting is turned OFF in the invoice. 

  1. Scroll to Attachments
  2. Click Upload Attachments.

    upload-attachments.png
     
  3. Upload the desired attachments. 

See Also