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Update a Subcontractor SOV as an Invoice Contact

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Objective

To update a Subcontractor SOV for a subcontract as an invoice contact. 

Background

A Subcontractor Schedule of Values (Subcontractor SOV) on a commitment is typically completed when the upstream contractor (for example, a general contractor) requires a detailed line-item breakdown of work performed by a downstream contractor (for example, a subcontractor). 

Example

A general contractor has created a subcontract and one of the line items on the general SOV tab is for $40,000.00 in materials. To better understand how that money is being allocated on the project, the general contractor requires a more detailed line breakdown of the materials from the subcontractor.

First, the general contractor enables the Subcontractor SOV tab on the Commitments tool. Next, the general contractor sends an email a request to the subcontractor. After receiving the general contractor's request, the subcontractor adds a line item to the Subcontractor SOV to show that the materials are being provided by four (4) different vendors that they have their own agreements with. When updating the Subcontractor SOV, the subcontractor adds four (4) line items to the Subcontractor SOV to show how the $40,000.00 for materials is allocated:

  • Materials Vendor 1: $10,000.00 
  • Materials Vendor 2: $5,000.00
  • Materials Vendor 3: $12,000.00
  • Materials Vendor 4: $13,000.00

In Procore, a commitment always includes a general Schedule of Values tab and it can also be configured to include an additional Subcontractor SOV tab. See Enable or Disable a Subcontractor SOV on a Commitment. Once the Subcontractor SOV tab is enabled, a contractor can then forward the commitment by email to subcontractor's Invoice Contact with a message requesting that the contact add line items to Subcontractor SOV tab.

Things to Consider

  • Required User Permissions:
    • To update line items to a Subcontractor SOV, you must be designated as an 'Invoice Contact.' See Add Invoice Contacts to a Purchase Order or Subcontract. You must also have:
      • 'Read Only' level permissions on the project's Commitments tool and be a member of the 'Private' list on the General tab of the commitment.
        OR
      • 'Standard' level permissions on the project's Commitments tool. 
  • Additional Information:
  • For companies using the ERP Integrations tool:
    • The line items added to a Subcontractor SOV  do NOT sync with an integrated ERP system.  Currently, only the line items in a commitment's SOV sync with an integrated ERP system.

Steps

Open the Breakdown Your Schedule of Values Invite

  1. Open the 'Breakdown your Schedule of Values for this Commitment' email message. 
     Tip
    Can't find the email message? Search your email program for an email message from procoretech.com. The subject line of the email is formatted as" "[Procore User Name] invites you to break down your Schedule of Values for this commitment.  
  2. Review the contents of this message. An example is pictured below.
    commitment-ssov-breakdown-invite.png
  3. Choose from these options:
    • Click the View Online link next to 'More Details' at the top or bottom of the email message. 
      OR
    • Click the Go to Procore button in the email message.  
       Notes
      • If you are not logged into Procore,  you will be required to enter your login credential before being redirected to the Subcontractor SOV tab in the appropriate commitment. 
      • If this is your first time logging in to Procore, you will first need to Join Procore from the Welcome to Procore Invite sent to you by your client.
      • If you unable to log in, see Why can't I log in to Procore?

Update the Subcontractor SOV

  1. Navigate to the project's Commitments tool. 
  2. Click the Contracts tab. 
  3. Locate the purchase order or subcontract to update. Then click its Number link. 
  4. In the invoice, click the Subcontractor SOV tab. 
  5. In the 'Subcontractor SOV' tab, click the Edit button.
    edit-subcontractor-sov.png
  6. For each item on the 'Subcontractor SOV' tab, you must add new line items to provide a detailed breakdown of how the 'Remaining to Allocate' amount will be allocated:
     sub-sov-remaining-to-allocate.png
    1. For each line item that you have to allocate, do the following.
      1. Click Add Line. 
      2. In the new line item, enter a description of the task performed or item cost. 
      3. In the Amount box, enter the dollar amount for the line item. 
      4. Continue adding line items until the 'Remaining To Allocate' value is $0.00. 
      5. Repeat the above steps to provide a detailed line-item breakdown for every budget code listed on the Subcontractor SOV.  See What is a budget code?
    2. When you have completed allocating all of the line items and the 'Remaining to Allocate' amount reads $0.00, you can click Submit. 
       Notes
      • The Submit button is dimmed and unavailable until the Remaining to Allocate fields in the Subcontractor SOV all read $0.00.
      • After you click the button, Procore changes the status of the Subcontractor SOV to Under Review. 
      • You will NOT be able to edit your submission unless the contractor changes the status of the Subcontractor SOV to Revise & Resubmit. 

 

If you would like to learn more about Procore’s commitments software and how it can help your business, please visit our construction financials tool product page here.