If you are using the subcontractor payment application and not using the ERP version of Job to Date Costs, you may notice that your budget's Job to Date Costs do not match your subcontractor payment application amounts. To understand why, read below.
Procore's previous version of the subcontractor billing tool, called Draw Requests, did not have the ability to bill variations by line item. Variations included in a Draw Request were shown and billed as a single line item lump sum amount. When Procore released the current subcontractor billing tool, Subcontractor Payment Applications, variations added to a payment application were required to be billed for by line item (and therefore, by cost code). However, for variations that were previously added to Draw Requests prior to updating the project to using Subcontractor Payment Applications, these variations remained as a single line item lump sum amount.
In the Budget tool, all items must be broken down by cost code in order to appear in the Budget. This includes the default Job to Date Costs column, as well as the optional Payment Applications column. Because the variations previously added to Draw Requests remained as a single line item lump sum amount and are not billed for by line item (and therefore, cost code), these variations amounts cannot appear in the Budget in the Job to Date Costs or Payment Application columns. There is no way for Procore to determine the variation amount billed per cost code since these variations were billed for a lump sum amount.
How do I know if my project is affected?
Your project is affected if any of the following apply:
- Your project started with the Draw Requests tool and had variations to the Draw Requests.
Your project is not affected if any of the following apply:
- Your project started with Draw Requests tool, but did not have Draw Request variations prior to switching to the Payment Applications (now Subcontractor Payment Applications) tool.
- Your project started with the Payment Applications or Payment Applications tool.
What should I do?
For affected projects, it is recommended that you create a second budget view (see Set up a New Budget View), remove the Job to Date Costs (and Payment Applications) column and apply that view to those projects. The Commitment Summary view, Custom Reporting and Payment Applications to Date report are not affected since they do not report Payment Application values per cost code.