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Configure Settings: Client Contracts

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 Limited Release
flag-us.png  The Client Contracts tool is available as a limited release for Procore customers in the United States who have implemented the Procore for Specialty Contractors point-of-view dictionary. To learn more, see What tool names and terms are different in Procore for general contractors, owners, and specialty contractors?

Objective

To configure the advanced settings for the project's Client Contracts tool. 

Background

When setting up a Procore project, a user with 'Admin' permission on the Client Contracts tool will first use the steps below to configure the tool's settings for users of the tool. Because users can create a single client contract or multiple prime contracts on a single project (see Create Client Contracts), the settings listed below are applied globally to all of the client contracts in a project:

  • Contract Configuration. Define the number of prime change order tiers for the project, gives you the option to grant users with 'Standard' permission on the Client Contracts tool, the privilege to create potential change orders, and the ability to choose if you want to make the Schedule of Values (SOV) editable. 
  • Default Distributions. Specify the users to include by default on the Client Contracts tool's email notification distributions. 
  • Funding Sources. List any funding sources related to the client contract. A funding source can include federal, state, and local funds, bonds, grants, tax revenue, loans, programs, and more. 

You can also set up customized settings to apply to each client contract that your users create in a single project. To learn more, see Edit the Advanced Settings on a Client Contract.

Things to Consider

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

Prerequisites

Steps

  1. Navigate to the project's Client Contracts tool.
  2. Click the Configure Settings icons-settings-gear.png icon.
  3. Under Contract Configuration, do the following:
    client-contracts-contract-config-settings.png
    1. Number of Client Contract Change Order Tiers
      Select one option from the drop-down list to define how change orders will be managed on the project:
       Important
      This setting cannot be changed after the first change order is created on the project.
      • 1. A one (1) tier change order configuration requires users to create only Client Contract Change Orders. See Create a Client Contract Change Order.
      • 2. A two (2) tier change order configuration gives users the ability to create potential change order (see Create a Potential Change Order for a Client Contract) that can then be grouped into a Client Contract Change Order and sent to a user for approval. This is the default setting for Procore projects. This is the default setting.
         Notes
        • A three (3) tier change order configuration is also available. To learn more, see What are the different change order tier settings in Project Financials?
        • If your company or project billing process does NOT require you to group all of the approved change orders for the month into a single, combined change order for final signature, Procore recommends configuring the two-tier change order configuration setting on the Client Contracts tool. 
    2. Allow Standard Level Users to Create PCOs
      Mark this checkbox to grant users with 'Standard' permissions the ability to create a PCO on the Change Orders tab of a client contract.
      Note: If you clear the mark from the checkbox, only users with 'Admin' permission can create a PCO using the Change Orders tab of a client contract.
    3. Enable Always Editable Schedule of Values
      Mark this checkbox to provide users with editing permissions the ability to add, update, and remove line items from the SOV when the contract is in any status. Clear the mark to restrict users from editing the schedule of values. To learn more, see What is the 'Enable Always Editable Schedule of Values' setting?
       Note
      For Procore users who turn the 'Enable Always Editable Schedule of Values' setting ON, be aware that this setting is NOT currently supported when your project is configured to use one of Procore's ERP Integrations tools. Keep in mind that only a select number of integrated ERP systems support a one-directional sync from the integrated ERP system to Procore's Prime Contracts tool. Updating a prime contract's line items when its data is being synced with an integrated ERP system is NOT recommended.
  4. Under Contract Dates, users who have been granted 'Admin' level permissions on the company's Admin tool can click the Contract Fieldsets page in the Company Admin Tool link in the BLUE informational banner pictured below.
     Note
    The 'Contract Dates' section has been moved to the 'Fieldsets' tab in Company level Admin tool. To learn how to create fieldsets, see Create New Configurable Fieldsets.
  5. Under Default Distributions, select a person from each drop-down list.
    • Client Contract
      Select default distributions to be included in communication regarding the client contract. This can be people who need to review the client contract before it is approved. 
    • Client Contract Change Order
      Select default distributions to be included in communications about change orders. 
    • Client Contract Change Order Request
      Select default distributions to be included in communications about change order requests.                
    • Client Contract Potential Change Order
      Select default distributions to be included in communication about potential change orders.
  6. Click Update.
  7. Under Funding Sources, create a list of funding sources for your project. A funding source can include federal, state, and local funds, bonds, grants, tax revenue, loans, programs, and more. See Create Client Contracts. 
    client-contract-funding-sources.png
    1. Name. Enter the name of a funding source in the box.
    2. Description. Enter a description of the funding source in the box.
    3. Click the plus (+) sign to add the line item.
  8. Click Update.