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Procore (en-GB)

How are commitments, contracts, fundings and changes numbered in Procore?

Answer

In Procore's Financial Management tools, you can Procore's default numbering scheme or you can customise the numbering scheme. To learn about your options in each tool, see the sections below:

 

 Note
This is a note callout. Used to provide background info that would help the user understand a process better or tell them something they should note.

Change Events

When you create a change event in Procore, the system automatically assigns it a number by default. However, any user with permission to create a change event can change the numbering scheme. In addition, any change affects the current and subsequent change event numbers. 

 Important
The change event number is limited to a maximum of ten (10) characters. 
  • Using the Default Numbering Scheme
    By default, Procore's default numbering scheme for change events is to number them in sequential order. For example, 001, 002, 003, an so on. 
  • Using a Custom Number Scheme
    Users can customise the numbering scheme at any time when creating a new change event. Simply type over the default value in the Number (#) field with the format you want to use. After you click Create, all subsequent change events will use your new numbering scheme. For example, some Procore customers might want their change events to be labelled CE-001, CE-002, CE-003 and so on. 

Variations

When you create a variation in Procore, the system automatically assigns it a number by default. However, any user with permission to create a variation can change the numbering scheme. In addition, any change affects the current and subsequent variation numbers. 

  • Using the Default Numbering Scheme
    By default, Procore's default numbering scheme for variation is to number them in sequential order. For example, 001, 002, 003, an so on. 
  • Using a Custom Number Scheme
    Users can customise the numbering scheme at any time when creating a new variation. Simply type over the default value in the Number (#) field with the format you want to use. After you click Create, all subsequent variations will use your new numbering scheme.
    Examples

    The examples below shows you some commonly used abbreviations that you might choose to identify the differnt types of variations in your environment: 

    Client Contracts

    • Client Contract Variations. CCV-001, CCV-002, CCV-003 and so on.
    • Client Contract Potential Variations. CCPV-001, CCPV-002, CCPV-003 and so on.

    Commitment Variations

    • Commitment Variations. CV-001, CV-002, CV-003 and so on.
    • Commitment Potential Variations. CPV-001, CPV-002, CPV-003 and so on.

    Funding Variations

    • Funding Variations. FV-001, FV-002, FV-003 and so on.
    • Funding Potential Variations. FPCO-001, FPCO-002, FPCO-003 and so on.

    Main Contract Variations

    • Main Contract Variations. MCV-001, MCV-002, MCV-003 and so on.
    • Main Potential Variations. PPCO-001, PPCO-002, PPCO-003 and so on

Client Contracts

When you create a client contract in Procore, the system automatically assigns it a number by default. However, any user with permission to create a client contract can change the numbering scheme. In addition, any change affects the current and subsequent client contract numbers. 

  • Using the Default Numbering Scheme
    By default, Procore's default numbering scheme for client contracts is to number them in sequential order. For example, 001, 002, 003, an so on. 
  • Using a Custom Number Scheme
    Users can customise the numbering scheme at any time when creating a new change event. Simply type over the default value in the Number (#) field with the format you want to use. After you click Create, all subsequent client contracts will use your new numbering scheme. For example, some Procore customers might want their change events to be labelled CC-001, CC-002, CC-003 and so on. 

Funding

When you create a funding in Procore, the system automatically assigns it a number by default. However, any user with permission to create a funding can change the numbering scheme. In addition, any change affects the current and subsequent funding numbers. 

  • Using the Default Numbering Scheme
    By default, Procore's default numbering scheme for fundings is to number them in sequential order. For example, 001, 002, 003, an so on. 
  • Using a Custom Number Scheme
    Users can customise the numbering scheme at any time when creating a new funding. Simply type over the default value in the Number (#) field with the format you want to use. After you click Create, all subsequent fundings will use your new numbering scheme. For example, some Procore customers might want to label fundings F-001, F-002, F-003 and so on. 

Commitments

When you create a commitment in Procore, the system automatically assigns it a number by default. However, any user with permission to create commitments can change the numbering scheme. In addition, any change will affect the current and subsequent commitment numbers. 

  • Using the Default Numbering Scheme on projects using the Procore Standard Cost Code List
    By default, Procore's default numbering scheme identifies commitments using these abbreviations: Purchase Order (PO) and Subcontract (SC). If the Procore project has been assigned a project number, the number is also included after the abbreviation. The system then assigns numbers sequentially for each commitment type using a three-digit format. Examples showing how commitments are numbered by default are below:
    • PO-[Procore Project Number]-001PO-[Procore Project Number]-002, and so on.
    • SC-[Procore Project Number]-001SC-[Procore Project Number]-002, and so on.
  • Using the Default Numbering Scheme for ERP-Integrated Projects
    By default, companies that have enabled the ERP Integrations tool use a similar numbering scheme. However, there are a few things to keep in mind, as detailed in the Important box below.
     Important
    • When your cost code numbering scheme does NOT use the Procore Standard Cost Code list (for example, a Procore project integrated with Sage 300 CRE® might use the Sage 300 CRE® cost code list), the Procore project number is omitted. 
    • If your company has enabled the ERP Integrations tool, keep these best practices in mind:
      • Ensure that your commitment numbering scheme does NOT exceed the maximum character limits of the integrated ERP system. See What is the maximum character length for a commitment's 'Number (#)'?
      • Set up a customised numbering scheme when creating your first purchase order and first subcontract in Procore. 
      • Avoid renumbering your commitments after the two systems have initially synced. 
      • Avoid switching to a customised numbering scheme after the two systems have initially synced. 
    Some examples showing how commitments can be numbered for use with the ERP Integrations tool are below:
    • Purchase OrdersPO-001PO-002, and so on.
    • SubcontractsSC-001SC-002, and so on.
  • Customising the Numbering Scheme
    Users can customise the numbering scheme at any time when creating a new commitment. Simply type over the default value in the Number (#) field with the format you want to use. After you click Create, all subsequent commitments will use your new numbering scheme. 

     Tips
    • If you decide to make a change to your project's commitment numbering scheme, remember to inform any teammates who may also be creating commitments in your project. This will ensure that the next commitment they create in the system is using the expected numbering scheme. 
    • If your company has enabled the ERP Integrations tool, keep these best practices in mind:
      • Ensure that your commitment numbering scheme does NOT exceed the maximum character limits of the integrated ERP system. See What is the maximum character length for a commitment's 'Number (#)'?
      • Set up a customised numbering scheme when creating your first purchase order and first subcontract in Procore. 
      • Avoid renumbering your commitments after the two systems have initially synced. 
      • Avoid switching to a customised numbering scheme after the two systems have initially synced. 

Main Contracts

When you create a main contract in Procore, the system automatically assigns it a number by default. However, any user with permission to create a main contract can change the numbering scheme. In addition, any change affects the current and subsequent main contract numbers. 

  • Using the Default Numbering Scheme
    By default, Procore's default numbering scheme for main contracts is to number them in sequential order. For example, 001, 002, 003, an so on. 
  • Using a Custom Number Scheme
    Users can customise the numbering scheme at any time when creating a new main contract. Simply type over the default value in the Number (#) field with the format you want to use. After you click Create, all subsequent main contracts will use your new numbering scheme. For example, some Procore customers might want their main contracts to be labelled PC-001, PC-002, PC-003 and so on. 

See Also