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(Beta) Edit Prime Contracts

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 In Beta
This content is for participants in the Project Financials: Modernized Experience for Prime Contracts beta program. 

Objective

To edit a prime contract. 

Background

You can edit a contract at any time. To safeguard your contract financial data from inadvertent adds, updates, or deletions, only users with the 'Required User Permissions' can edit a contract. In addition, Procore's default setting is to restrict users from editing the Schedule of Values (SOV) when the contract is in the 'Approved' status. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Prime Contracts tool.
  • Additional Information:
    • Procore's default setting is to restrict all users from editing a prime contract's SOV when a contract is in the 'Approved' status. For example, you cannot edit an SOV on a prime contract in the 'Approved' status. This is also true when the SOV on Prime Contract Change Order (PCCO) or owner invoice is in the  'Approved' status.
    • Although it is an uncommon setting to turn ON, you can configure a contract so users with the 'Required User Permissions' can edit the contract in any status. To learn more, see What is the 'Enable Always Editable Schedule of Values' setting?

Steps

Edit a Prime Contract

  1. Navigate to the project's Prime Contracts tool. 
  2. Locate the contract to update in the list. 
  3. Click its Number link to open it. 
  4. Click the Edit Contract button. 
  5. Choose from these options:

Edit the Basic Information

Update the basic contract information as follows:

create-prime-contract-basic.png

 Notes
  • There are no required fields when adding the basic contract information. 
  • If you click the Create button without completing any data entry, Procore saves the prime contract, lists you as the creator, and automatically places it in the Draft status.
  • Number
    To number your contract(s), choose from these options:
    • If you number your contracts using a sequential numbering system, you can enter any combination of alpha-numeric characters in this box. For subsequent contracts, Procore automatically applies consecutive numbering in ascending order.
      Example

      The examples below show you how Procore's ascending consecutive numbering works:

      • If the previous contract was 1, the next contracts are 2, 3, and so on.
      • If the previous contract was PC-0001, the next contracts are PC-0002, PC-0003, and so on.
      • If the previous contract was DCA00010-12-G-0001, the next contracts are DCA00010-12-G-0002, DCA00010-12-G-0003, and so on.
    • If you do NOT number your contracts using sequential numbering, you can manually enter a unique number for each prime contract. To do this, type over the existing entry in the Number box. Duplicate contract numbers are NOT permitted.
  • Contract Company
    Select the name of the company performing the work or supplying materials for this contract. To appear as a list option, see Add a Company to the Project Directory. 
  • Title
    Type a descriptive name for the contract.

Edit the General Information

Update the contract with more general information:

create-prime-contract-general-information.png

  • Status
    Procore automatically assigns contracts the 'Default' status. To select a different status, choose one of the status labels from the drop-down list. Options include Draft, Out for Tender, Out for Signature, Approved, Complete, or Terminated. 
     Note
    To create Prime Contract Change Orders (PCCOs) and owner invoices, your prime contract's status must be set to Approved or Complete.
  • Executed
    Place a mark in this check box if the contract has been fully executed. A fully executed contract is a legally effective agreement that has been signed by authorized representatives for each party.
  • Default Retainage
    Enter a number to represent the percentage that will be withheld as retainage on the line items of the contract's Schedule of Values. For example, if you plan to withhold ten (10) percent of the line item's value, enter 10%.
  • Contractor 
    Select the 'Contractor' from this drop-down list. This is the company that your team hired to perform the work. To appear as a list option, Add a Company to the Project Directory. 
  • Architect/Engineer
    Select the lead architect or engineer for the project from this drop-down list. To appear as an option in this list, the company must have a record in the Project Directory. 
  • Description
    Enter a more detailed description of the prime contract. You can apply the options in the formatting toolbar to your text. 

Edit the Access Privileges

By default, prime contracts are visible to all users with 'Read Only' level permissions or higher on the project's Prime Contracts tool. To change its access permissions, do the following on the 'Contract Access' card:

  1. Optional: Move the Restrict This Contract's Visibility to Only Project Admins and Select Non-Admin Users toggle to the left or right to turn the restriction OFF and ON. Procore turns this setting ON by default. 
     Notes
    • The toggle is BLUE when restrictions are turned ON.
    • The toggle is GRAY when restrictions are turned OFF.
  2. Optional: To provide users with 'Read-Only' or 'Standard' level permissions on the project's Prime Contracts tool with access to the contract, select the person's name from the Access for Non-Admin Users drop-down list. To appear as an option in this list, a user must have a profile in the Project Directory.

    create-prime-contract-contract-access.png
     
  3. Optional: To provide the users in the 'Access for Non-Admin Users' list with access to view the Schedule of Values, mark the Allow These Non-Admin Users to View the SOV Items checkbox. 

Edit the Dates

To update the prime contract with important dates, do the following:

prime-contract-contract-dates.png

 Note
Your company's Procore Administrator manages the dates that appear in the 'Contract Dates' section using the configurable fieldsets feature. For details, see Which fields in the Prime Contracts tool can be configured as required, optional, or hidden?
  • Start Date
    Select the construction project's official start date.
  • Estimated Completion Date
    Select the construction project's estimated completion date from the calendar control. 
  • Substantial Completion Date
    Select the construction project's substantial completion date from the calendar control. 
     Tip
    If the 'Substantial Completion Date' field is available on your project, keep in mind that Procore automatically updates the 'Substantial Completion Date' to match the 'Revised Substantial Completion Date' from each Prime Contract Change Order (PCCO) when each change order is 'Approved.'
  • Actual Completion Date
    Select the construction project's actual completion date.
  • Contract Date
    Select the contract date from the calendar control. 
  • Signed Contract Received Date
    Select the date from the calendar control. The signed contract received represents the date that the executed contract was received.
  • Execution Date
    Select the date from the calendar control. The execution date represents the date the agreement was signed by authorized representatives of all contract parties. 
  • Issued On Date
    Select the date from the calendar control. The issued on date represents the date the contractual agreement was issued to both parties.
  • Returned Date
    Select the date from the calendar control. The returned date is the date the contract was returned.
  • Letter of Intent Date
    Select the Letter of Intent (LOI) date from the calendar control. 
  • Approval Letter Date
    Select the Letter of Approval (LOA) date from the calendar control.
  • Contract Termination Date
    Select the date from the calendar control. A contract termination date is a date outlined in the prime where all parties have met all contractual obligations and terms.
  • Delivery Date
    Select the date from the calendar control. 

Edit the Inclusions and Exclusions

Contract inclusions and exclusions vary from project to project. However, the intent is to define exactly what is included and NOT included in the contract's price and scope of work. To update the contract's 'Inclusions and Exclusions' card, do the following:
create-prime-contract-inclusions-exclusions.png

  • Inclusions
    Add the contract's inclusions in this box. You can apply the options in the formatting toolbar to your text. 
  • Exclusions
    Add the contract's exclusions in this box. You can apply the options in the formatting toolbar to your text. 

Edit the Accounting Method

Edit the Schedule of Values

You have these options when editing an SOV:

Edit a Line Item

You can edit an existing line item using the inline editing function. Simply click one of the data cells and replace the existing content. 

Add and Delete Line Items 
  1. Navigate to contract.
  2. Click the Schedule of Values tab.
  3. Click the vertical ellipsis (⋮). Then choose one of these options:
    • Add Above. Select this option to add a line item above the current line item. Added line items are recorded in the contract's 'Change History' tab.
    • Add Below. Select this option to add a line item below the current line item. Added line items are recorded in the contract's 'Change History' tab.
    • Delete. Select this option to delete the current line item. Deleted line items are recorded in the contract's 'Change History' tab. 
  4. Click Save.
Rearrange Line Items

To move a line item to the top of the list, click the cell that you want to move. Then type "1" in the list. This moves the selected line to the top of the list and adjusts all the existing line items into ascending consecutive order. 

Edit the Attachments

You can add or delete attachments from a prime contract. You can add and delete attachments when the contract is in any status. 

Add Attachments

To add file attachments to a prime contract:

  1. On the 'Attachments' card, click Edit.
  2. Click Attach Files. 
  3. In the 'Attach Files' dialog box, highlight the location where the files to upload are stored. Options include:
    • My Computer. Click Upload Files to open your computer's finder. Select the files to upload and click Open. 
    • Photos. If the Photos tool is active on the project, choose the location from the Select Album list and then search for the file(s) to upload. 
    • Drawings. If the Drawings tool is active on the project, choose the area from the Select Area list and then search for the file(s) to upload. 
    • Forms. If the Forms tool is active on the project, choose the template from the Select Template list and then search for the file(s) to upload. 
    • Documents. If the Documents tool is active on the project, navigate to the folder storing the file(s) to upload and then highlight them. 
  4. Click Attach. 

    create-prime-contract-attach-files.png

    A progress indicator shows you the status of the upload. 
  5. Click the Close (X) icon on the Attach Files dialog box.  
Delete Attachments

To delete an attachment:

  1. On the 'Attachments' card, click Edit.
  2. Click the (x) on the file that you want to delete. 
    prime-contract-delete-attachment.png
  3. Click Save on the 'Attachments' card.