Why isn't the 'Job to Date Costs' column in the budget matching our subcontractor invoice amounts?
If you are working in an older Procore project that is NOT using the ERP version of 'Job to Date Costs', you might notice that the 'Job to Date Costs' column in your project's budget does not match the amounts in your subcontractor invoices.
Prior to releasing the subcontractor invoice function, Procore users performed billing with the Progress Claims tool. The Progress Claims tool did not provide project teams with the ability to invoice change orders by line item. When a change order included in a 'progress claim' was shown, it was billed as a lump sum amount and as a single line item. When Procore released the Invoicing tool's subcontractor invoices feature, adding change orders to an invoice required users to bill change orders by line item so they would be tied to a cost code. Any existing change orders included in a 'progress claim' continued to be billed as a lump sum amount and as a single line item.
In Procore's Budget tool, all line items must be associated with a cost code to appear as a line item on a budget. This includes the default 'Job to Date Costs' column, as well as the optional 'Invoices' column. Because some projects had existing change orders recorded online items as lump-sum amounts, those change orders cannot be included in the. 'Job to Date Costs' column or the 'Invoice' column. This is because the lump sum amount cannot be tied to a cost code.
How do I know if my project was affected?
Your project is affected if any of the following apply:
- You started your Procore project when the Invoicing tool was named the Progress Claims tool and created change orders that corresponded to your subcontractor invoices.
Your project is not affected if any of the following apply:
- You started your Procore project when the Invoicing tool was named the Progress Claims tool, but you did not have any change orders that corresponded to your subcontractor invoices prior to switching to the Invoices tool and then the Invoicing tool.
- Your project started with the Invoices or Invoices tool.
What should I do?
It is recommended that you create an additional budget view (see Set up a New Budget View) and remove the 'Job to Date Costs' and 'Invoices' columns. Then assign the new view to the affected projects. Because the following features do not report invoice values by cost code, you can continue to use the Commitment tool's Summary tab, custom report features and 'Invoices to Date' report.