Skip to main content
Procore

Create a Client Contract Variation from a Change Event

  1. Last updated
  2. Save as PDF
 SEMI-PRIVATE ARTICLE

This article is intentionally set to 'Semi-Private.' It can only be viewed by individuals who have the link.

Objective

To create a Client Contract Variation (CCV) from a change event.

Background

If the Change Events tool is enabled on your project, your project's variation tier configuration setting (see What are the different variation tier settings in Project Financials?) determines the number of steps leading up to creating a Client Contract Variation:

 Tips

Are you inviting subcontractors to submit tender for goods and services using formal RFQs? 

If your project team has opted to use Procore's Request for Quote (RFQ) process (see Create RFQs from a Change Event), you do NOT have to wait until the RFQ process is complete to create your Client Contract Variations. However, after invited subcontractors and vendors respond to RFQs and its status is set to 'Pending Final Approval,' Procore does automatically update the Client Contract Variation's Bill of Quantities (BOQ) with the appropriate amounts from the RFQ.

To learn more about how the RFQ process affects Client Contract Variations, see What are the different RFQ statuses and how do they affect cost and variation amounts?

Are you using the Revenue ROM function?

If your project team has opted to use the Revenue ROM function, the BOQ on your Client Contract Variations is also automatically updated. If you have hidden the Revenue ROM function, any automatic updates depend upon the scope of the change event:

  • When change events are 'In Scope' or 'TBD', the BOQ on the Client Contract Variation is automatically updated with a £0 value. 
  • When change events are 'Out of Scope', the BOQ on the Client Contract Variation is automatically updated using the data from the RFQ when the RFQ status is set to 'Pending Final Approval.' 
  • When change events are not in one of the above statuses, the BOQ is automatically updated using the Cost ROM. 

 

Things to Consider

SUPERUSER ONLY

It is important to be aware of the 'Allow Standard Level Users to Create Client Contract Variations' tickbox in the 'Configure Settings' page of the Client Contracts tool. This tickbox is enabled by a Superuser setting in the 'General Settings' page of the Company Admin tool named 'Enable Config to Allow Standards to Create VRs, Client Contract Variations and CVs'. 

Because this setting provides users with 'Standard' level permissions the capability to approve their own changes orders (for example, when the workflow is enabled) in both Client Contracts and the Commitments tool, it is an uncommon setting for Procore customers to implement. By default, this Superuser setting is turned OFF on all new Procore company accounts. 

  • Required User Permissions:
    • 'Standard' or 'Admin' level permissions on the project's Change Events tool.
      AND
    • 'Standard' or 'Admin' level permissions on the project's Client Contracts tool.
       Notes
      For users with 'Standard' level permissions on the project's Client Contracts tool to perform this task, the following must also be true:
  • Required Configuration Setting:
  • Additional Information:
    • After you create a change event, you can also create an RFQ to send to the affected subcontractor(s). See Create RFQs.'
  • If your company has enabled the ERP Integrations tool, keep these items in mind:
    • QuickBooks® Desktop: 
      • Client Contract Variation exports are NOT supported.
    • Sage 100 Contractor®:
      • Client Contract Variation exports are NOT supported.
    • Sage 300 CRE®:
      • Title. The Client Contract Variation title must be 30 characters or less. 
      • Number (#). The Client Contract Variation number be five (5) characters or less. 
      • Status. The main contract must be in the Approved status.
      • Associated Line Item. For each line item that you add to the variation's Bill of Quantities (BOQ), you may designate one (1) associated line item for each variation line item or the same associated line item for all variation line items.  Note: The Associated Line Item list is only visible and available when the ERP Integrations tool has been configured to work with Sage 300 CRE® and the export main contract variations capability has been switched on in Procore by your Integration Implementation Specialist.
    • Integration by Procore:
      • Client Contract Variation exports are NOT supported.
    • Vista:
      • Client Contract Variation exports are supported.

Prerequisites

Steps

  1. Navigate to the project's Change Events tool.
  2. Select one or more change event line items to include in the new variation.
     Note
    Procore uses the selected line items to populate the variation's bill of quantities. 
  3. From the Bulk Actions drop-down menu:
    • For one (1) tier variations, choose Create Client Contract VAR. 
      OR
    • For two (2) or three (3) tier variations, choose Create Client Contract PV.
  4. Complete the following:

    • #
      Accept the default number, enter a new number, or create a custom numbering scheme for this change order and future ones. 

    • Revision
      If you revise a change order later, you can enter the revision number here.

    • Title
      Enter a descriptive name here. 

    • Status
      Select the current status of the change order. Procore automatically places the change order in the 'Draft' status. To learn more, see What are the default statuses for change orders in Procore?

    • Private
      Mark this checkbox if you want the item to be private. This means it is only visible to users with 'Admin' level permissions on the contract (or funding). 

    • Due Date
      Select a due date to indicate the date by which the 'Designated Reviewer' must approve or reject the change order. 

    • Invoiced Date
      Select the date when the change order was invoiced. 

    • Designated Reviewer

      Select the Procore user at your organization who is responsible for approving or rejecting the change order. To appear as a selection in this list, the designated reviewer's Procore user account must be added to the Project Directory and have 'Standard' level permissions or higher to the contract or funding tool. See Add a User Account to the Project Directory. 

    • Paid Date
      Select the date that payment was received for the change order.

    • Reviewer
      This field is blank on a new change order. After the 'Designated Reviewer' approves or rejects the change order, that person's name appears here. 

    • Review Date
      This field is blank on a new change order. After the 'Designated Reviewer' approves or rejects the change order, the date the person submits their response appears here. 

    • Description
      Enter a more detailed description of the change order. 

    • Schedule Impact
      If this change order is expected to impact the construction project's schedule, enter the estimated number of additional days this would add to the schedule. 

    • Executed
      Mark this checkbox after the change order is fully executed.

    • Potential Change Orders
      If the tool is configured for two (2)-tier change orders, select any potential change orders related to this change order from this drop-down list.  See Configure the Number of Change Order Tiers on a Project Financials Tool.

    • Attachments
      Add any relevant document or image as a file attachment. You can attach multiple files using these methods:

      • Click Attach File(s) and select the files to add from your computer or another Procore tool.
        OR
      • Use a drag-and-drop operation on your computer to add the file attachments to Procore. 
  5. Click Create. Procore creates the variation.