Add a Line Item to a Commitment's Bill of Quantities

Objective

To add a line item to the Bill of Quantities (BOQ) on a purchase order or subcontract.

Background

After you create a new purchase order or subcontract,  you can use the steps below to update the BOQ with the individual line items. 

Things to Consider

• Required User Permissions:
  • 'Admin' level permissions on the project's Commitments tool.
• Additional Information:
  • To complete the steps below, the contract will need to be in the 'Draft' status. However, if the 'Enable Always Editable Bill of Quantities' configuration setting is turned ON in this tool, users with the required user permission to Edit a Commitment can edit the Bill of Quantities when a commitment is in any status. To learn more, What is the 'Enable Always Editable Bill of Quantities' setting?

• For companies using the  ERP Integrations tool: Show/Hide  

  • In order to send the commitment to the ERP Integrations tool to be accepted for export by an accounting approver:
    • Integration by Ryvit. The commitment must have at least one (1) BOQ line item with a Integration by Ryvit phase code. In addition, the cost code must be assigned to at least one (1) category. See Assign Default Cost Types To Integration by Ryvit Cost Codes). Important! When a commitment is exported to Integration by Ryvit, it must have a unique commitment number. Procore recommends that the numbering convention you set up for the Commitments tool is preceded by the Project Number and then uses the default numbering system. For example, if your Project Number is 001, your numbering system would be 001-001, 001-002, 001-003 and so on. 
    • QuickBooks®. The commitment must have at least one (1) BOQ line item with a QuickBooks® cost code. The cost code does not need to be assigned to a category, because QuickBooks® does not support the category concept.
    • Sage 100 Contractor®. A commitment must have one (1) BOQ line item with a Sage 100 Contractor® cost code. In addition, the cost code must be assigned to at least one (1) cost type. See Assign Default Cost Types To Cost Codes.
    • Sage 300 CRE®. The commitment must have at least one (1) BOQ line item with a Sage 300 CRE® cost code. In addition, the cost code must be assigned to at least one (1) cost type. See Assign Default Cost Types To Cost Codes.
    • Viewpoint® Spectrum®. The commitment must have at least one (1) Bill of Quantities (BOQ) line item with a cost code from the Viewpoint® Spectrum® project. The cost code must be assigned to at least one (1) category. Category assignments must always be updated in Viewpoint® Spectrum®. 
    • Yardi Voyager®. The commitment must have at least one (1) BOQ line item with a Yardi Voyager® cost code. In addition, the cost code must be assigned to at least one (1) cost type. See Refresh the Yardi Voyager® Cost Codes on a Project.
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      . The commitment must have at least one (1) BOQ line item with a
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       cost code. In addition, the cost code must be assigned to at least one (1) cost type. See Assign Default Cost Types To Cost Codes.

  For companies using the  ERP Integrations tool: Show/Hide  

  • In order to send the commitment to the ERP Integrations tool to be accepted for export by an accounting approver:
    • UndefinedNameError: reference to undefined name 'integrations_myob' (click for details)

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      . The commitment must have at least one (1) BOQ line item with a
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       cost code. In addition, the cost code must be assigned to at least one (1) cost type. See Assign Default Cost Types To Cost Codes.

Prerequisites

• Create a Purchase Order or Create a Subcontract
• Set the accounting method on the contract. See Edit the Advanced Settings on a Commitment.

Steps

1. Navigate to the project's Commitments tool.
2. Under the Contracts tab, locate the purchase order or subcontract. Then click Edit.
3. Click Bill of Quantities.
4. Click Add Line.

    Note

    If the 'Enable Always Editable Bill of Quantities' configuration setting is turned ON in the Commitments tool, users with the required user permission to Edit a Commitment can edit the Bill of Quantities when a commitment is in any status. To learn more, see What is the 'Enable Always Editable Bill of Quantities' setting?
5. Follow the appropriate steps depending on whether your accounting method is Amount Based or Unit/Quantity Based:

    Note

   To edit your accounting method before adding BOQ line items, see Edit the Advanced Settings Tab on a Commitment. To learn more, see How do I set the accounting method for a contract or funding?
   1. For contracts using the Amount Based accounting method:
      1. #
         Automatically enters a line item number in sequential order. 
      2. Change Event Line Item
         If you have change events enabled, you can select a change event line item if the commitment needs to be linked to a change event. 
      3. Budget Code
         Select a budget code from the list or click Create Budget Code to create a new one. See What is a budget code in Procore's WBS? 
      4. Description
         Enter a description for the line item. For example, type: Monthly Service Fee
      5. Amount
         Enter the amount of the cost.
      6. Billed to Date
         The system automatically calculates the amount billed on the commitment up to the current date.  
      7. Amount Remaining
         Enter the amount that has NOT been billed to the current date. 
      8. Tax Code
         Enter a tax code to use for this line item. This field only appears if you have enabled the tax codes feature. See How can I use tax codes on a project?
   2. For contracts using the Unit/Quantity Based accounting method:
      1. #
         Automatically enters a line item number in sequential order. 
      2. Change Event Line Item
         If you have change events enabled, you can select a change event line item if the commitment needs to be linked to a change event. 
      3. Budget Code
         Select a budget code from the list or click Create Budget Code to create a new one. See What is a budget code in Procore's WBS? 
      4. Description
         Enter a description for the line item. For example, type: Monthly Service Fee
      5. Qty
         Enter the number of units.
      6. UoM
         Enter the Unit of Measure (UoM).

          Notes

         • To view the default options in the list, see Which units of measure are included on Procore's master list?
         • To update the available options in the list, see Update a Unit of Measure to the Unit of Measure Master List. 
      7. Unit Cost
         Enter the Unit Cost in the box provided.
      8. Amount
         The system automatically calculates the subtotal for you, based on the Qty, UOM, and Unit Cost entries. 
      9. Billed to Date
         The system automatically calculates the amount billed on the commitment up to the current date. 
      10. Amount Remaining
          Enter the amount that has NOT been billed to the current date. 
      11. Tax Code
          Enter a tax code to use for this line item. This field only appears if you have enabled the tax codes feature. See How can I use tax codes on a project?
6. Choose one of these options:
   • Save. Click this button to save the changes to the BOQ. 
   • Save & Email. Click this button to save the change to the BOQ and email the updates to the payment application contact.

See Also

• Edit the Advanced Settings Tab on a Commitment
• How do I set the accounting method for a contract or funding?
• Add 'Sub Job' Segment Items to a Procore Project
• Add a Sage 300 CRE® Extra to a Procore Project as a Sub Job
• Add a Partial Budget Line Item