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Create a Potential Variation for a Client Contract

 Limited Release
flag-us.png flag-canada.png  The Client Contracts tool is available as a limited release for Procore customers in the United States and Canada who have implemented the Procore for Speciality Contractors point-of-view dictionary. To learn more, see What dictionaries and languages are available in the Procore web application?


To create a potential variation for a client contract and complete its Bill of Quantities (BOQ).


When a change to the scope of work or the original main contract amount occurs during a construction project, the change management process begins. You can create a PV if your company's Procore Administrator configures the Client Contracts tool with the two (2)-tier variation configuration setting. See What are the different variation tier settings in Project Financials?

Things to Consider

  • Required User Permissions:
  • Additional Information:
  • For companies using the icon-erp-synced2.png ERP Integrations tool: Show/Hide  
    • Integration by Procore: Viewpoint® Spectrum®:
      • To sync data:
        • The Date field on a CCV is required.
        • The Billing Item Code on a CCV must be 10 characters or less.
    • Integration by Ryvit: Viewpoint® Vista™
      • CCV exports are supported.
    • QuickBooks® Desktop
      • CCV exports are NOT supported.
    • Sage 100 Contractor®
      • CCV exports are NOT supported.
    • Sage 300 CRE®:
      • Title. The CCV title must be 30 characters or less. 
      • Number (#). The CCV number be five (5) characters or less. 
      • Status. The client 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 client contract variations capability has been switched on in Procore by your Integration Implementation Specialist.
    • Limitations:
      • To create a variation for a client contract, the client contract must be in the 'Approved' status.



Create a Potential Variation

  1. Navigate to the project's Client Contracts tool.
  2. Locate the client contract to work with. Then click its Number link.
  3. Click the Variations tab.
  4. Click Create Potential VAR.
  5. Complete the following fields:
    • Number
      Procore automatically assigns a sequential number to the new potential variation. You can change this number if you want. 
    • Date Created
      Shows the creation date and time. This value cannot be changed.
    • Revision
      Shows the revision number. The first version is zero (0), subsequent revisions are assigned in sequential order. A potential variation might have several revisions, depending on its reviewer/approver feedback.
    • Created By
      Shows the Procore user who created the potential variation.  This value cannot be changed.
    • Contract Company
      Shows the name of the company responsible for performing the work on the contract.
    • Contract
      If you have been assigned access permissions to the Client Contracts tool, click this link to open the contract. 
    • Title
      Enter a title for the potential variation in this box. 
    • Client Contract Variation
      Select a client contract variation from the list to link it to the potential variation. 
    • Status
      Select the current state of the potential variation. To learn more, see What are the default statuses for variations in Procore?
    • Change Reason
      Select the reason for the potential variation, either Client Request, Design Development, Allowance, Existing ConditionBack Charge or any additional options created for your specific environment by your company's Procore Administrator. See Set the Default Change Management Configurations.
    • Variation Request
      The Variation Request setting is only required when the Client Contracts tool is using the 3-Tier variation configuration setting (see What are the different contract variation tiers?):
      • None. A potential variation can be linked to a variation request at a later time.
      • Add to Existing. Link the potential variation to an existing variation request.
      • Create New. Create a new variation request. You also have the option to create a new client contract variation at the same time.
    • Private
      Mark this tickbox if you only want the potential variation to be visible to users with 'Admin' permissions on the Client Contracts tool. 
    • Accounting Method
      This field inherits the accounting method that was specified in the client contract. See How do I set the accounting method for a contract or funding?
    • Description
      Enter a more detailed description of the reason for the potential variation.
    • Request Received From
      Select the Procore user for whom you are submitting the potential variation. 
    • Programme Impact
      If known, provide an estimate for the additional number of days required to complete the work associated with the potential variation.
    • Location
      Use this drop-down list to select a location related to the potential variation. You can select an existing location or see How do I add a multi-tiered location to an item?
    • Reference
      Add any other important tools, materials, drawings or documents to use as a reference for the potential variation. 
    • Field Change
      Check this box if the potential variation requires a field change.
    • Paid in Full
      Check this box to indicate you have received payment for this change. 
    • Attachments
      Select and add any relevant documents.
  6. Click Create.

Add a Bill of Quantities to a Potential Variation

When there are costs associated with a potential variation,  you must add line items to the BOQ.

  1. In the PV click the Bill of Quantities tab
  2. Select the correct Cost Code from the drop-down list.
  3. Enter a description for the line item.
  4. Select the appropriate Cost Type. If you're using the Budget tool, the Type will automatically select to the first type associated with that cost code on the Budget. You should only select a "non-budgeted" line item type if you would like to add a new line to the project's budget.
  5. Click the + button. If the combination of the sub job, cost code and cost type are non-budgeted, a pop-up will appear asking you 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.
    • The 'Associated Line Item' drop-down list only appears if your company's Procore account is integrated with Sage 300 CRE® and the Client Contracts tool is active on the project. 
    • When adding line items to the variation's BOQ, you must select an associated line item for each new line item. You may designate one (1) associated line item or use the same associated line item for multiple line items.  
  6. Repeat the steps above to add new line items.
  7. Click Save.

    If the potential variation also affects a purchase order or subcontract, continue as follows: