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Procore (en-GB)

Why are my variation's line items being duplicated on my owner's payment application?

Answer

If it appears that your variation line items are being duplicated on an owner payment application, it will typically be due to the following conditions being true:

  • Your company's Procore account is using the ERP Integrations tool. See ERP Integrations.
  • You have a main contract synced with an integrated ERP system.
  • The main contract is in the 'Approved' status. See Approve a Main Contract.
  • The main contract's Programme of Values (BOQ) contains a line item showing an original amount that has since been modified by a variation scenario (see What are the different variation tiers?):
    • One-Tier Variations. You have created a Main Contract Variation (MCV) and added a new variation line item to reflect the actual amount on the original main contract. See Create a Main Contract Variation (MCV).
      OR
    • Two-Tier Variations. You have created a Main Potential Variation (Main PV) and added a new line item to reflect the potential amount on the original main contract. See Create a Potential Variation (PV).
  • You have chosen to associate a new change event line item with a new line item in the main contract BOQ.

Common Questions

To learn why variation line items appear to be duplicated, please review the following questions and answers:

Why are there two variation line items on the owner payment application?

When your main contract is synced with an integrated ERP system and you create a new BOQ line item on a variation, the ERP system requires the creation of two (2) line items in Procore:

  • A line item on the BOQ tab of the main contract so data can be passed to the original main contract line item. The contract amount is listed at $0 to indicate to the ERP system that the original contract amount for this item is $0.
  • A line item on the BOQ tab of the variation so data can be passed to a new main contract line item that reflects the actual amount in the approved changes field. This ensures that the actual amount is correctly attributed to the appropriate cost code via a new contract line item in the integrated ERP system. 
Example

In this example, let's assume that we have created a Main Contract Variation for an ERP-synced Procore project.

How this looks on a Change Event

We can find the individual line items of the Main Contract Variation under its corresponding change event. In this case, there are two items related to this change event.

How this looks on the Main Contract

A new line item must be created in the main contract's programme of values to be synced with the integrated ERP system, so the first item from the change event is duplicated with a $0 amount to represent that this line item had a $0 value at the time the main contract was agreed upon.


How this looks on the Owner's Payment Application

Since both the main contract's programme of values and the variation's programme of values are reflected on Procore's payment application, line items from both sources appear on the owner's payment application:

  • Line 7 Below. The $0 line item reflects the line item on the main contract's BOQ. 
  • Line 8-9 Below. The $1,500.00 and $5,000 line item reflects the actual amount of the line item on the variation.  

When creating an payment application, most users choose to disregard the $0 line item on the main contract. They also teach their project users to bill against the actual amount for the line item on the variation.  

Can I hide the $0 line item so it doesn't appear on the owner payment application?

No. Currently, Procore does not provide ERP-synced projects with a function to hide a $0 line item from an owner payment application. The $0 line item appears on both the Detail tab and on the Configurable PDF tab on the payment application.

Is there a workaround for $0 line items on a payment application?

While you cannot hide $0 line item on the Detail tab, you can follow the steps below to create groups that consolidates the duplicate variation line items with their associated MCV by assigning them to the same Billing Group and Billing Code.

  1. Navigate to the project's Main Contract tool.
  2. Locate the main contract to edit. Then click View.
  3. Click the Payment Applications tab. 
  4. Locate the payment application that you want to customise in the list. Then click View
  5. Click the Configurable PDF tab.
  6. Click the Add Group box. Then choose Create Group
  7. Click Add Billing Group, and enter a custom group name. For example: Category
  8. Click Add Bill Code, and enter a code for each MCV. For example: MCV 01, MCV 02, and so on…
  9. Close the Custom Group Window and return to the Configurable PDF page.
  10. Click the Add Group box again and select the previously created Custom Group.
  11. In the dropdown menus next to each line item, select the appropriate category. The original BOQ items are left unspecified in the example below but they can be aggregated into their own bill code or group if desired.

Once a billing group is selected and/or a billing code is assigned to a line item, Procore will remember these selections and will carry them forward to the next payment application. There is no need to assign Billing Groups and Bill Codes every time. You will only need to perform this task again for newly added Payment Application line items (such as PCCOs).

Note: Every Custom Group created adds a column to the Configurable PDF Invoicing view.  Columns cannot be hidden or edited.