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Update the Schedule of Values on a Prime Contract

Objective

To describe the different ways you can update the line items on a contract's Schedule of Values (SOV).

Background

After creating a contract, you can choose from three (3) methods to update line items to your contract's SOV: 

  • Add Line Items to the SOV
    If your contract's SOV only has a few line items or if you want to manually add new line items to the SOV, use the 'Add Line' button to manually enter each SOV line item. 
  • Create the SOV from the Project's Budget
    If your want to structure your contract's SOV to match your budget line items, Procore gives you an option to import your SOV line items directly from the Procore's Budget tool. This method automatically creates the contract's SOV for you using your project's budget line items as its data source. 
  • Import the SOV from a CSV File
    If you would prefer to build your contract's SOV using a spreadsheet program, such as Microsoft Excel, you can download a blank template that matches your contract's table structure, add your SOV line items to the spreadsheet, save the file to the Comma Separated Values (CSV) file format, and then import your line items. You can also use the import process to replace all existing line items on your contract's SOV or you can keep any existing line items and add additional ones. 

Things to Consider

Prerequisites

Steps

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

Add Line Items to the SOV

  1. Navigate to the project's Prime Contracts tool.
  2. Locate the contract to update and click its Number link. 
  3. Click the Schedule of Values tab.
  4. Click Add Line.
  5. Complete the data entry as follows:
    1. Budget Code
      Select a budget code or click Create Budget Code. See What is a budget code in Procore's WBS? 
    2. Description
      Enter a description for the line item. For example, type: Monthly Service Fee
    3. Qty
      Enter the number of units.
    4. UOM
      Select a Unit of Measure (UOM) from the drop-down list. To learn about the default selections in this list, see Which units of measure are included in Procore's master list? and Add a Unit of Measure to the Unit of Measure Master List.
    5. Unit Cost
      Enter the cost per unit in this box. You'll notice that the value in this column contains four (4) decimal points (for example, $0.0000) to allow you to enter the specific value required to calculate accurate pricing. 
      Example
      If you are buying 50,000 units for $1,006,625.00, you would enter a unit price of $20.1325. 
    6. Amount
      The system automatically calculates the subtotal for you, based on the QtyUOM, and Unit Cost entries. 
  6. Repeat the above steps for all line items.
     Tip
    Want to arrange the line items on your schedule of values into groups? Click the Add Group menu and select the desired grouping options. The options include Sub Job, Funding Sources, Phase, Cost Code, Cost Type, Year, Fiscal Year, and Spend Location
  7. Choose one of these options:
    • Click Save
      OR
    • Click Save & Email.  

Create the SOV from the Project's Budget

 Note

If you will be creating the contract SOV from the project's budget as described below, ensure your contract's SOV is blank. You can only use these steps below when the SOV has zero (0) line items. You must also:

  1. Navigate to the project's Prime Contracts tool. 
  2. Locate the contract to update. Then click its Number link.
  3. Click the Schedule of Values tab.
  4. ​Below the 'Schedule of Values' table, click Import. Then choose SOV from Budget from the drop-down menu.

    import-sov-from-budget.png
     
  5. In the 'Import Schedule of Values from Budget?' window, click Import
    • If the SOV is blank, the following message appears. 

      import-sov-blank.png
    • If the SOV has existing line items, all existing line items will be replaced with the line items in the budget.
      import-sov-from-budget-window.png

      Procore replaces any existing line items on the Schedule of Values with the line items current in the project's budget. This can take several minutes. Once the import is complete, a GREEN banner appears to indicate the action was successful and the line items appear in the 'Schedule of Values' table. 

Import the SOV from a CSV File

Download the Schedule of Values CSV Template

Depending on the current Prime Contracts tool experience in your environment, choose the appropriate steps below:

NEW LEGACY 

SOV Import Window on the Legacy Prime Contracts Experience

NEW BETA 

SOV Import Window on the Beta Prime Contracts Experience

  1. Navigate to the project's Prime Contracts tool. 
  2. Under the Contracts tab, click the Number link for the prime contract to open. 
  3. Click the Schedule of Values tab. 
  4. Scroll to the bottom of the page and click Import and choose SOV from CSV
  5. In the 'Import Schedule of Values from CSV' window, click Download CSV Template. If the schedule of values has existing line items, you must choose one (1) of these options:
    import-sov-from-csv.png
    • Blank Template. Downloads a blank file named Prime Contract SOV Template.csv to your computer. 
    • Template with Existing Line Items.  Downloads a file named Prime Contract SOV Template.csv that contains the existing SOV line items to your computer. 
  6. After Procore downloads the selected template to your browser's download location, click Cancel to close the 'Import Schedule of Values from CSV' window. 
  1. Navigate to the project's Prime Contracts tool. 
  2. Under the General tab, click the Schedule of Values link (or scroll down to the Schedule of Values section). 
  3. Below the 'Schedule of Values' table, click Import and choose SOV from CSV
  4. In the 'Import Schedule of Values from CSV' window, click Download CSV Template. If the schedule of values has existing line items, you must choose one (1) of these options:
    import-sov-from-csv.png
    • Blank Template. Downloads a blank file named Prime Contract SOV Template.csv to your computer. 
    • Template with Existing Line Items.  Downloads a file named Prime Contract SOV Template.csv that contains the existing SOV line items to your computer. 
  5. After Procore downloads the selected template to your browser's download location, click Cancel to close the 'Import Schedule of Values from CSV' window. 

 After completing the steps above, continue with Add SOV Line Items to the CSV Template

Add the SOV Line Items to the CSV Template

  1. Update the template that you downloaded 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 cost code and cost type segment items in your project's Work Breakdown Structure. See Create Your Project's Work Breakdown Structure.
  2. Complete the data entry as follows:
    import-csv-template.png
    1. Cost Code Name
      The detailed name of the cost code number is in the following format:
      'Division-Code - Title' (for example, 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 is in the following format:
      'Division-Code' (for example, 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. Optional: Line Item Type
      The cost type associated with your cost code (for example Labor, Materials, and so on).
       Notes
      • Your data entry must exactly match your company's cost type list. For example, if the category type is Materials, use M and not mmaterials, or Materials. See What are Procore's default cost types? and Add Company Cost Types.
        • If you leave a cell in the Type column blank (as pictured above), Procore assigns the type as Other by default. 
        • If you input an invalid entry in a cell in the Type column, Procore also lists the type as Other by default. 
      • The import process is case-sensitive. 
    5. Amount
      Enter a numeric value or the contract amount.
       Notes
      • The use of commas and/or the dollar symbol ($) is not required. For example, '15000' is the correct syntax.
      • If there is no dollar amount to enter, be sure to enter 0.00.
      • The import will not accept a blank cell. 
      • Blank lines still count as lines in the import process, so be sure to delete them from the end of the SOV file before importing.
  3. Save your CSV template. 

 After completing the steps above, continue with Import the Completed CSV Template to Procore

Import the Completed CSV Template to Procore

Depending on the current Prime Contracts tool experience in your environment, choose the appropriate steps below:

NEW LEGACY 

SOV Import Window on the Legacy Prime Contracts Experience

NEW BETA 

SOV Import Window on the Beta Prime Contracts Experience

  1. Navigate to the project's Prime Contracts tool. 
  2. Under the Contracts tab, click the Number link for the prime contract to open. 
  3. Click the Schedule of Values tab. 
  4. Scroll to the bottom of the page and click Import and choose SOV from CSV
  5. In the 'Import Schedule of Values from CSV' window, click the Upload File button. Then upload the completed template from your computer. 
  6. Choose one of these option buttons:
    csv-file-added-to-importer.png
    • Add Additional Line Items. Select this option to add the rows from your completed template as new line items on the schedule of values. 
    • Replace Existing Line Items. Select this option to delete the existing line items from the schedule of values and replace it with the rows in your completed template. 
  7. Click Import.
     Notes
  8. Wait a few seconds. Click the Schedule of Values tab to refresh its contents.
  9. Check the schedule of values and verify that all of the rows from your template appear as expected. Note: To update the imported line items, simply edit the line items inline.
  10. Choose from these options:
    • Click Save. This saves your updates. 
      OR
    • Click Save & Email. This saves your updates and sends a copy of the contract to the designated email recipients. 
  1. Navigate to the project's Prime Contracts tool. 
  2. Under the General tab, click the Schedule of Values link (or scroll down to the Schedule of Values section). 
  3. Below the 'Schedule of Values' table, click Import and choose SOV from CSV
  4. In the 'Import Schedule of Values from CSV' window, click the Upload File button. Then upload the completed template from your computer. 
  5. Choose one of these option buttons:
    csv-file-added-to-importer.png
    • Add Additional Line Items. Select this option to add the rows from your completed template as new line items on the schedule of values. 
    • Replace Existing Line Items. Select this option to delete the existing line items from the schedule of values and replace it with the rows in your completed template. 
  6. Click Import.
     Notes
  7. Wait a few seconds. Click the Schedule of Values tab to refresh its contents.
  8. Check the schedule of values and verify that all of the rows from your template appear as expected. Note: To update the imported line items, simply edit the line items inline.
  9. Choose from these options:
    • Click Save. This saves your updates. 
      OR
    • Click Save & Email. This saves your updates and sends a copy of the contract to the designated email recipients. 

 

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 icon-external-link.png.