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Update the Schedule of Values (SOV) on a Prime Contract

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Objective

To describe the different ways you can update the line items on a prime contract's Schedule of Values (SOV).

Background

After creating a prime contract, you can choose from three (3) methods to add line items to your prime contract's SOV: 

  • Add Line Items to the Prime Contract SOV
    If your prime contract's SOV only has a few line items or if you want to manually add new line items to the SOV, use the Prime Contracts tool's  'Add Line' button to manually enter each SOV line item. 
  • Create a Prime Contract SOV from the Project's Budget
    If your want to structure your prime contract's SOV to match your budget line items, Procore gives you an option to import your SOV line items directly from the Procore's Budget tool. This method automatically creates the prime contract's SOV for you using your project's budget line items as its data source. 
  • Import a Prime Contract SOV from a CSV File
    If you would prefer to build your prime contract's SOV using a spreadsheet program, such as Microsoft Excel, you can download a blank template that matches your prime contract's table structure, add your SOV line items to the spreadsheet, save the file to the Comma Separated Values (CSV) file format and then import your line items. You can also use the import process to replace all existing line items on your prime contract's SOV or you can keep any existing line items and add additional ones. 

To learn how to use these methods, see the Steps below. 

Things to Consider

Prerequisites

Steps

There are several ways to add and update line items on a prime contract's SOV:

Add Line Items to the Prime Contract SOV

  1. Navigate to the project's Prime Contracts tool.
  2. Locate the prime contract to update and click its Number link. 
  3. Click the Schedule of Values tab.
  4. Click Add Line.
  5. Complete the data entry as follows:
    1. Budget Code
      Select a budget code or click Create Budget Code. See What is a budget code?
    2. Description
      Enter a description for the line item. For example, type: Monthly Service Fee
    3. Qty
      Enter the number of units.
    4. UOM
      Select the Unit of Measure (UOM) from the list. See Which units of measure (UOM) are included on Procore's master list? and Add a Unit of Measure to the Unit of Measure Master List.
    5. Unit Cost
      Enter the Unit Cost in this box. You'll notice that the value in this column contains four (4) decimal points (for example, $0.0000) to allow you to enter the specific value required to calculate accurate pricing. 
      Example
      If you are buying 50,000 units for $1,006,625.00, you would enter a unit price of $20.1325. 
    6. Amount
      The system automatically calculates the subtotal for you, based on the Qty, UOM, and Unit Cost entries. 
  6. Repeat the above steps for all line items.
  7. Choose one of these options:
    • Click Save
      OR
    • Click Save & Email.  

Create a Prime Contract SOV from the Project's Budget

If you've created your project's budget, you can quickly import your prime contract's SOV line items using your budget's line items. To import line items from a budget, your prime contract's SOV must be blank. 

  1. Navigate to the project's Prime Contracts tool. 
  2. Locate the prime contract that you want to update. Then click its Number link.
     Notes
    To create an SOV from a budget, ensure you have completed all Prerequisites. 
  3. Click the Schedule of Values tab.
  4. Click Edit.
  5. Under Create Schedule of Values from Budget, choose one of the available options:

    prime-contract-create-sov-from-budget.png
     
    • Option Button 1
      This option creates one line item on the prime contract's SOV for each line item on the project's budget. 
    • Option Button 2
      This option creates one line item on the prime contract's SOV for the summaries of each division on the project's budget.
  6. ​Click Create.

Import a Prime Contract SOV from a CSV File

  1. Navigate to a project's Prime Contracts tool.
  2. Locate the prime contract to update. Then click its Number link.
  3. Click Schedule of Values.
  4. Optional: Under Import Schedule of Values from CSV, download one of the template options:

    prime-contract-import-sov-from-csv.png
    • Blank Template
      To download a blank template, click the Blank Template link.
      OR
    • One Showing Existing Line Items
      To download a template that includes any existing SOV line items, click the One Showing Existing Line Items link.
      This downloads a template named 'csv_import.csv' to the location on your computer specified in your web browser's settings. 
       Notes
      • Using your own template or modifying a file to match a template can result in an incompatible format which can lead to import failure and/or import errors.
      • After completing your SOV data entry in a template, continue with the import process.
      • While using a Procore template is marked (Optional), we recommend that you always download one of these templates to complete your SOV data entry. 
      • If the combination of the sub job, cost code and cost type are non-budgeted for a line item, this line item will be added directly to the Budget with a "?" next to the line item. See Add a Partial Budget Line Item.
  5. Update the template with your SOV line items. 
     Notes
    • Do NOT add, rearrange, remove or rename any of the columns or column headings in the template. 
    • To complete the import successfully, your data needs to be entered using the exact structure specified in the template.  
    • The cost code and cost type entries must exactly match the codes and types defined under Cost Codes in the project's Admin tool. See Add and Edit Project Cost Codes.

    Prime Contract example import csv.png
     
  6. Complete the data entry as follows:
    1. Cost Code Name
      The detailed name of the cost code number in the following format:
      'Division-Code - Title' (for example, 01-100 - Summary)
      Note: if you do not want to use a cost code, you must enter "None" in the Cost Code Name and Cost Code Number fields. 
    2. Cost Code Number
      The cost code number in the following format:
      'Division-Code' (for example, 01-100)
      Note: if you do not want to use a cost code, you must enter "None" in the Cost Code Name and Cost Code Number fields. 
    3. Description
      (Optional) A more detailed description of the line item.
    4. Line Item Type
      (Optional) The cost type associated with your cost code (for example Labour, Materials and so on). See Default Cost Type List.
       Notes
      • You can modify the default cost types and add their own definitions to the list.
      • It is important that your data entries match your company's cost type list. For example, if the category type is Materials, use M and not m, materials, or Materials. Below are Procore's default Cost Types.
        • If you leave a cell in the Type column blank (as pictured above), Procore assigns the type as Other by default. 
        • If you input an invalid entry in a cell in the Type column, Procore also lists type as Other by default. 
      • The import process is case-sensitive. 
    5. Amount
      Enter a numeric value or the contract amount.
       Notes
      • The use of commas and/or the dollar symbol ($) is not required. For example, '15000' is the correct syntax.
      • If there is no dollar amount to enter, be sure to enter 0.00.
      • The import will not accept a blank cell. 
      • Blank lines still count as lines in the import process, so be sure to delete them from the end of the SOV file before importing.
  7. Specify the type of import/upload action to perform.
    • Delete existing line items and add CSV as new items  
    • Keep existing line items and add CSV as new items
  8. Select the modified CSV file.
  9. Click Import.
  10. Wait a few seconds and then click the Schedule of Values tab and verify that the SOV was imported as expected.
  11. If you need to make further changes to the SOV, click Edit.
    • Manually add additional line items
    • Delete a line item
    • Change the selected cost code number
    • Edit a line item's description, type and the contract amount
  12. Click Save.
    OR
    Click Save and Email if you want to save your changes, as well as forward a copy of the Prime Contract using Procore's built-in email feature. You'll also be able to specify recipients and include a brief message about the Prime Contract.

 

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