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Approve or Reject a Change Order in Portfolio Financials

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 Note
This information is intended for accounts with Portfolio Financials product in Procore. Please reach out to your Procore point of contact for more information. 

Objective

To approve or reject a change order in the Contract Room of Portfolio Financials.

Background

The Contract Room is a shared portal where vendors can submit change orders and invoices directly to the project team for approval throughout the duration of the project. The Change Orders tab of the Contract Room is where change orders can be added, managed, and reviewed.

Things to Consider

  • Required User Permissions:
    • 'Limited' access to the project or higher.
      Note: Users with 'Limited' permissions must have access to the contract the change order is associated with. 
  • Additional Information:
    • The approval process may look different if your organization has the 'CO approvals' feature enabled for your account.

Video

 
  

Steps

To approve a change order:

  1. Navigate to the relevant Contract Room by clicking the name of the cost item in the project's Cost Tracker. 
    Note: Cost items with a Contract Room are marked with a ribbon icon-ribbon-pfcp.png icon.
  2. Click the Change Orders tab.
  3. Click the change order you want to review.
  4. Under 'Approval Needed', click Approve. 
    approve-change-order.png
  5. Complete the following information:
    • Date: Confirm the date of the approval.
    • Reason: Click the drop-down menu to select a reason for the approval.
    • Notify: Mark the checkbox if you want to notify the vendor of the approval. 
  6. Click Approve. 

To reject a change order:

  1. Navigate to the relevant Contract Room by clicking the name of the cost item in the project's Cost Tracker. 
    Note: Cost items with a Contract Room are marked with a ribbon icon-ribbon-pfcp.png icon.
  2. Click the Change Orders tab.
  3. Click the change order you want to review.
  4. Under 'Approval Needed', click Reject. 
    reject-change-order.png
  5. Complete the following information:
    • Date: Confirm the date of the rejection.
    • Optional: Reason: Enter a reason for the rejection.
  6. Click Reject.
    Note: The vendor will be notified that the change order was rejected.