Create a Prime Potential Change Order (Prime PCO)

Create a Potential Change Order

1. Navigate to the project's Prime Contracts tool.
2. Locate the prime contract to work with. Then click its Number link.
3. Click the Change Orders tab.
4. Click Create Potential CO.
   
5. Complete the following fields:
   • Number
     This field automatically populates based on the number of potential change orders you have already created. By default, the number will automatically increment by one. However, you can manually enter a different number, if desired. (Note: If you manually enter a number, the next PCO that's created will automatically increment by one, based upon this specified value.)
   • Date Created
     This field shows the date and time the potential change order was created. (Note: This field cannot be changed.)
   • Revision
     This field displays the PCO's revision number. When a PCO is first created, its revision is zero. A PCO could have multiple revisions because of feedback from a reviewer/approver.
   • Created By
     This field displays the user who created the potential change order. (Note: This value cannot be changed.)
   • Contract Company
     This field displays the company that is listed in the prime contract.
   • Contract
     Link to the associated prime contract. 
   • Title
     Enter the title of the potential change order that provides a brief description of the potential change.
   • Prime Contract Change Order
     This will list all existing Prime Contract Change Order that you could link the potential change order to.
   • Status
     Select the current state of the potential change order:
     • Approved. The PCO has been approved. Costs are reflected as 'Approved Changes' in the budget.
     • Draft. The PCO still needs to be modified before it can be submitted for review. Costs are not reflected in the budget.
     • Pending - In Review. The PCO is currently being reviewed by an approver. Costs are reflected in the 'Pending Changes' column on the budget.
     • Pending - Revised. The PCO has been modified since its initial submission. Costs are reflected in the 'Pending Changes' column on the budget.
     • Pending - Pricing. The PCO is pending and is currently out for pricing. Costs are reflected in the 'Pending Changes' column on the budget.
     • Pending - Not Pricing. The PCO is pending and is not actively being priced. Costs are reflected in the 'Pending Changes' column on the budget.
     • Pending - Proceeding. The PCO is still pending and the work is being completed. Costs are reflected in the 'Pending Changes' column on the budget.
     • Pending - Not Proceeding. The PCO is pending and the work is not currently taking place. Costs are reflected in the 'Pending Changes' column on the budget.
     • Rejected. The PCO was rejected. Costs are not reflected in the budget.
     • No Charge. The PCO will be performed at no charge. Costs are not reflected in the budget.
     • Void. The client/owner decides not to proceed. Costs are not reflected in the budget.
       Note: These statuses reflect the budget in the ways listed above for the Procore Standard Budget View. To create or modify views, see Set up a New Budget View.
   • Change Reason
     Select the reason for the potential change order, either Client Request, Design Development, Allowance, Existing Condition, Back charge or any options customized by the Company Administrator. See Set Default Change Management Configurations.
   • Change Order Request
     This setting is only required when the Prime Contracts tool is using the 3-Tier change order configuration setting: 
     • None. A PCO can be linked to a Change Order Request at a later time.
     • Add to Existing. Link the potential change order to an existing change order request.
     • Create New. Create a new Change Order Request. You also have the option to create a new Prime Contract Change Order at the same time.
   • Private
     Mark this checkbox if you only want the potential change order to be visible to users with 'Admin' permissions on the Prime Contract tool. 
   • Accounting Method
     This field inherits the accounting method that was specified in the prime contract. See How do I set the accounting method for a contract?
   • Description
     Enter a more detailed description of the reason for the potential change order.
   • Request Received From
     Select a user from the project's directory who you are submitting the potential change order on behalf. 
   • Schedule Impact
     If known, you can provide an estimate of the number of additional days that would potentially be added to the current project if the PCO were approved.
   • Location
     Use the location drop-down menu to select a location the [item] impacts. Either select from the predefined locations or Add a Multi-tiered Location to an Item. This location may be as general as the site location at the first tier or as specific as to where on the site the contractor will be working at the second tier.
   • Reference
     Reference any other tools, materials, drawings or documents that are related to the potential change order.
   • Field Change
     Check this box if the potential change order requires a field change.
   • Paid in Full
     Check this box to indicate you have received payment for this change. 
   • Attachments
     Select and add any relevant documents.
6. Click Create.

Add a Schedule of Values (SOV) to a Potential Change Order

When there are costs associated with a PCO,  you must add line items to the SOV.

1. In the change order, click the Schedule of Values tab

    Notes

   • If sub-jobs are enabled (see Enable Sub Jobs), the Sub Jobs drop-down list contains all sub-jobs added to the project. See Add a Sub Job to a Procore Project.
   • All cost codes related to the sub-jobs will appear in the following field. 
2. Select the correct cost code from the cost code drop-down menu.
3. Enter a description for the line item.
4. Select the appropriate Cost Type. If you're using the Budget tool, the Type will pre-fill to the first type associated with that cost code on the Budget. You should only select a "non-budgeted" line item type if you would like to add a new line on the Budget.
5. Click the + button. If the combination of the sub job, cost code and cost type are non-budgeted, a pop-up will appear asking you to confirm you want to add this line item to the budget. If OK is selected, this line item will be added directly to the Budget with a "?" next to the line item. See Add a Partial Budget Line Item.
   Notes: 
   • The Associated Line Item drop-down list only appears if your company's Procore account is integrated with Sage 300 CRE® and the Prime Contract tool is enabled on the project. 
   • When adding line items to the change order's Schedule of Values (SOV), you must select an Associated Line Item for each new line item. You may designate one associated line item or use the same associated line item for multiple line items.  
6. Repeat the process for each line item you are adding.
7. Click Save.
8. If the line item impacts one of your Commitments, click Create CPCO (for projects with 2 or 3 tier Commitment change order configuration) or Create CCO (for projects with 1 tier Commitment change order configuration) to create an associated change on the Commitment side. See Next Steps for more information.
   
   Note: See Add Financial Markup to Change Orders to learn how to associate financial markup with line items.