Create a Prime Contract Change Order (PCCO)
Note
Objective
To create a Prime Contract Change Order (PCCO).
Background
Use the steps below when you need to make changes to a prime contract.
Things to Consider
- Required User Permissions:
- 'Admin' level permissions on the project's Prime Contracts tool.
- Additional Information:
- If you are using an account where DocuSign© is enabled, see Create a Prime Contract Change Order (PCCO) with DocuSign© instead of the Steps below.
- If the Change Events tool is active in Project Tools, you must complete the steps in Create a Change Event. Then follow the steps in Create a PCCO from a Change Event instead of the Steps below.
- For companies using the
ERP Integrations tool: Show/Hide
- Integration by Procore: Viewpoint® Spectrum®
To successfully export a PCCO from Procore to Viewpoint® Spectrum®, the following must be true: - Integration by Ryvit: Viewpoint® Vista™
To successfully export a PCCO from Procore to Viewpoint® Vista™, the following must be true:- The Date field on a PCCO is required.
- The PCCO must be in the 'Approved' status.
- For each associated line item that you add to the change order's Schedule of Values (SOV), you may designate a unique associated Prime Contract line item or the same associated Prime Contract line item for all change order line items. Note: The Associated Line Item is only visible and available when the ERP Integrations tool has been configured to work with Viewpoint® Vista™ and the export prime contract change orders capability has been switched on in Procore by your Integration Implementation Specialist.
- QuickBooks® Desktop:
- PCCO exports are NOT supported.
- Sage 100 Contractor®
- PCCO exports are NOT supported.
- Sage 300 CRE®:
To successfully export a PCCO from Procore to Sage 300 CRE®, the following must be true:- Title. The PCCO title must be 30 characters or less.
- Number (#). The PCCO number be five (5) characters or less.
- Status. The prime contract must be in the Approved status.
- Associated Line Item. For each line item that you add to the change order's Schedule of Values (SOV), you may designate a unique associated Prime Contract line item or the same associated Prime Contract line item for all change order line items. Note: The Associated Line Item list is only visible and available when the ERP Integrations tool has been configured to work with Sage 300 CRE® and the export prime contract change orders capability has been switched on in Procore by your Integration Implementation Specialist.
- Integration by Procore: Viewpoint® Spectrum®
Prerequisites
Steps
- Navigate to the project's Prime Contracts tool.
- Locate the prime contract to work with. Then click its Number link.
- Click Create Prime Contract CO.
- Complete the following fields:
- Sign with DocuSign©
If the Procore + DocuSign© integration is enabled, a checkmark appears by default. Clear the checkmark from the box if you do NOT want to collect signatures with DocuSign©. - Change Order #
Accept the default contract number, enter a new number for this contract or create a custom numbering scheme for this contract and future contracts.Note
- If you plan to create multiple change orders, Procore automatically assigns new numbers in sequential order. For example; 001, 002, 003 and so on.
- To use a custom numbering scheme, enter any set of alphanumeric characters and Procore automatically assigns new numbers in sequential order using your custom scheme. For example, enter PCCO-1, PCCO-01 or PCCO-001.
- Date Created
Shows the date and time the PCCO was created. You cannot change this date. - Revision
Displays the PCCO's revision number. When a PCCO is first created, its revision number is zero (0). A PCCO could have multiple revisions because of feedback from a reviewer/approver. - Created By
Displays the name of the user that created the PCCO. You cannot change this name. - Title
Enter a title for the PCCO. - Status
Select the current status of the PCCO. To learn more, see What are the default statuses for a Prime Contract Change Order (PCCO) in Procore? - Private
Mark this checkbox if you want to make the PCCO private and visible only to users with 'Admin' on the Prime Contracts tool. - Due Date
Select a due date for when the PCCO must be approved by. - Invoiced Date
Select the date when the PCCO was invoiced. - Designated Reviewer
Select a designated reviewer to approve the PCCO . See Review and Approve/Reject Prime Contract Change Orders (PCCO). - Paid Date
Select the date that payment was received for the PCCO. - Reviewer
This field is automatically completed when the 'Designated Reviewer' approves or rejects the PCCO. See Review and Approve/Reject Prime Contract Change Orders (PCCO). - Description
Enter a more detailed description of the PCCO. - Schedule Impact
If this PCCO 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
Enter an updated substantial completion date for the project.Note
If the substantial completion date is enabled on the Prime Contracts tool, Procore updates the PCCOs 'Revised Substantial Completion Date' field after the PCCO is placed into the Approved status. See Configure Settings: Prime Contracts. - Executed
Mark this checkbox after the PCCO is fully executed. - Change Order Requests
If the Prime Contract's tool is configured for 3-tier change orders, select any change orders related to this PCCO from this drop-down list. See Configure the Number of Prime Contract Change Order Tiers. - Potential Change Orders
If the Prime Contract's tool is configured for 2-tier change orders, select any potential change orders related to this PCCO from this drop-down list. See Configure the Number of Prime Contract Change Order Tiers.
- Sign with DocuSign©
- Choose one (1) of these options:
- To create the PCCO, click Create.
OR - To create the PCCO and send email notifications, click Create & Email.
- To create the PCCO, click Create.