Create a Commitment Variation from a Client Contract Variation

Objective

To create a commitment variation from a client contract variation or a client contract potential variation.

Background

If the project's Change Events tool is not enabled on your project, you can use the steps below to create a commitment variation from a client contract variation or a client contract potential variation 

• One (1) Tier Variations
  • When the one (1) tier setting is configured on the Client Contracts tool, the change management process starts with creating a client contract potential variation.
  • When the one (1) tier setting is configured on the Commitments tool, you can start by creating a commitment variation. 
• Two (2) or Three (3) Tier Variations
  • When the two (2) or three (3) tier setting is configured on the Client Contracts tool, you will start by creating a client contract potential variation. 
  • When the two (2) or three (3) tier setting is configured on the Commitments tool, create a commitment potential variation. 

Things to Consider

• Required User Permissions:
  • 'Admin' level permissions on the project's Client Contracts tool.
• Additional Information:
  • Use the steps below only when the Change Events tool is NOT active on the project. When the Change Events tool is active, follow the steps in Create a Commitment Variation from a Change Event.
  • After creating a Potential Variation, you can issue and approve a commitment variation to the subcontractor from the Bill of Quantities (BOQ) of the Potential Variation.
  • You can also compare the commitment variation to the corresponding Potential Variation line item and view any variance between them.

Prerequisites

• Create a client potential variation and add at least one (1) BOQ line item. See Create a Potential Variation for a Client Contract.

Steps

1. Navigate to the project's Variations tool.
2. Click the Client Contract tab.
3. Locate the potential variation that you want to work with. 
4. Click Edit.
5. Click the Bill of Quantities tab.
6. Under 'Add Line Item,' do the following:
   • Cost Code. Select a cost code from the drop-down list. 
   • Description. Enter a brief description of the change. 
   • Type. Select the contract type. 
   • Amount. Enter the amount. 
7. Click Add.
8. Click Create CPV. 
   This opens the Create a Commitment PV for a Client Contract Line Item page. 
9. Under 'Step 1: Choose a Commitment Contract', choose the appropriate contract to associate that contract with the new Commitment Potential Variation. 
   Note: If you need to create a new commitment, follow the steps in Create a Commitment.
10. Click Add Variation Details.
11. Fill out the following information:
    • Number: This field automatically populates based on the number of variations already created. By default, the number will automatically increment by one. 

       Tip

      How does Procore assign numbers to client contract variations? To learn more, see Can I customise the numbering system for financial objects in Procore?

    • Revision: This field displays the commitment variation's revision number. When a commitment variation is first created, its revision number is zero. A commitment variation could have multiple revisions because of feedback from a reviewer/approver.
    • Title: The title field will populate with the name of the Potential Variation that the commitment variation is tied to.
    • Status: Select the current state of the commitment variation.

       Tip

      What statuses are available? To learn more, see What are the default statuses for variations in Procore?
    • Private: Mark the tickbox to make the variation visible only to 'Admin' users on the Commitments tool and 'Standard,' or 'Read only' that have specifically been given access to that commitment.
    • Change Reason: Select the reason for the potential variation, either Client Request, Design Development, Allowance, Existing Condition, Backcharge or any options customised by the Company Administrator. See Set the Default Change Management Configuration.
    • Programme Impact: Input the number of approved days to extend the contract, if any.
    • Description: Enter a more detailed description of the commitment variation.
12. Click Create & Add Line Items.
13. Fill out the following line item information:
    • Description: Enter a description for the line item.
    • Amount: Enter in an amount for the line item.
14. Click +Add. If the combination of the sub job, cost code and cost type are non-budgeted, a pop-up will appear asking to confirm you want to add this line item to the budget. If OK is selected, this line item will be added directly to the Budget with a "?" next to the line item. See Add a Partial Budget Line Item.
15. If you are done creating the commitment variation, click Finished. If you want to add more line items to your commitment variation, repeat step #11 and click Finished when you are done. 

See Also

• Edit a Commitment Variation Linked to a Potential Variation
• Add a Partial Budget Line Item
• Create a Commitment
• Set up a New Budget View
• Set the Default Change Management Configurations