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Create a Prime Contract Change Order

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Objective

To create a prime contract change order in the Project level Prime Contracts tool. 

Background

Use the steps below when you need to create a prime contract change order.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Prime Contracts tool.
  • Additional Information:
  • For companies using the icon-erp-synced2.png ERP Integrations tool: Show/Hide  
    • Not all ERP integrations support the sync of change orders. For those that do, additional requirements, limitations, and considerations vary depending on the ERP system your company's account is integrated with. See Things to Know About your ERP Integration for details.

Prerequisites

Steps

  1. Navigate to the project's Prime Contracts tool.
  2. Locate the prime contract to work with. Then click its Number link. 
  3. Click Create Prime Contract CO.
    create-prime-contract-change-order.png
  4. Complete the following fields:

    • #
      Accept the default number, enter a new number, or create a custom numbering scheme for this change order and future ones. 

       Notes
      • Procore automatically assigns the item a new number in sequential order. For example; 001, 002, 003, and so on.
      • To use a custom numbering scheme, enter any set of alphanumeric characters. Procore automatically assigns new numbers in sequential order using your custom scheme. 

    • Date Created
      Shows the date and time the change order was created in Procore. You cannot change this date.

    • Revision
      If you revise a change order later, you can enter the revision number here.

    • Created By
      Procore automatically populates this field with the name of the user who created the change order. 

    • Title
      Enter a descriptive name here. 

    • Status
      Select the current status of the change order. Procore automatically places the change order in the 'Draft' status. To learn more, see What are the default statuses for change orders in Procore?

       

    • Private
      Mark this checkbox if you want the item to be private. This means it is only visible to users with 'Admin' level permissions on the contract (or funding). 

    • Due Date
      Select a due date to indicate the date by which the 'Designated Reviewer' must approve or reject the change order. 

    • Invoiced Date
      Select the date when the change order was invoiced. 

    • Designated Reviewer

      Select the Procore user at your organization who is responsible for approving or rejecting the change order. To appear as a selection in this list, the designated reviewer's Procore user account must be added to the Project Directory and have 'Standard' level permissions or higher to the contract or funding tool. See Add a User Account to the Project Directory. 

       Tip

      Are you the 'Designated Reviewer' on a change order? To learn how to submit an approve or reject response, see Approve or Reject a Change Order.

    • Paid Date
      Select the date that payment was received for the change order.

    • Description
      Enter a more detailed description of the change order. 

    • Schedule Impact
      If this change order is expected to impact the construction project's schedule, enter the estimated number of additional days this would add to the schedule. 

    • Revised Substantial Completion Date
      If the change order modifies the substantial completion date for the contract, select that date from the calendar control. 

       Note
      If the substantial completion date is enabled on the 'Configure Settings' page of the tool, Procore updates the change order's 'Revised Substantial Completion Date' field after the change order is placed into the Approved status. 

    • Executed
      Mark this checkbox after the change order is fully executed.

    • Depending on the change order tier settings of the Prime Contract's tool, one (1) of these list boxes will appear:
  5. Choose one (1) of these options:
    • To create the change order, click Create.
      OR
    • To create the change order and send email notifications, click Create & Email. 
      OR
    • If you are using the Procore + DocuSign® integration to collect signatures, click Complete with DocuSign. To learn more, see DocuSign®.