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Procore (en-GB)

Add a Subcontractor BOQ to a Commitment

Objective

To add a Subcontractor Programme of Values (SBOQ) to a purchase order or subcontract.  

Background

In Procore, the 'Subcontractor BOQ' tab is enabled on the Commitments tool by default. This tab provides your downstream contractors with a way to provide a detailed breakdown of specific work items on a commitment. This breakdown is entered by your contractors on a separate tab—to ensure the committed amounts on each line item on the subcontract's general 'Bill of Quantities' tab remains consistent with the approved agreement. 

Example

Let's assume you are a main contractor and have a subcontract with 'ABC Concrete'. Before your company will approve payment for work items on that subcontract, you want the subcontractor to provide a line item breakdown of each cost code/cost type combination to describe their costs in more detail.

To do this, you can have Procore send an email notification to the designated 'Payment Application Contact' on the commitment. This email asks their company to complete the  Subcontractor BOQ.  After the subcontractor adds their detailed line item breakdown to demonstrate their labour costs, materials or other costs associated with the work items, they can then submit the completed data entry back for your review. 

Things to Consider

  • Required User Permissions:
    • To add a line item to the Subcontractor BOQ tab of any contract, 'Admin' level permissions on the project's Commitments tool. 
    • To add a line item to the Subcontractor BOQ tab of a specific contract, 'Read Only' level permissions or higher if the user is also the designated payment application contact on the purchase order or subcontract. To learn more, see What is an payment application contact?
    • To add a line item to the Subcontractor BOQ tab when a contract is not marked 'Private,' 'Read Only' or 'Standard' level permissions on the project's Commitments tool with the 'Create Purchase Order' granular permission and/or 'Create Subcontract' granular permission enabled on your permissions template.
    • To add a line item to the Subcontractor BOQ tab when a contract is marked 'Private,' 'Standard' level permissions on the project's Commitments tool and added as an 'Payment Application Contact' and as member 'Private' drop-down list with the 'Allow Users to See BOQ Items' check box enabled on the purchase order or subcontract. For details, see Create a Purchase Order or Create a Subcontract.
  • Limitations:
  • Additional Information:
    • You must add line items to the Subcontractor BOQ before you create subcontractor payment applications for the purchase order or subcontract.
  • For companies using the icon-erp-synced2.png ERP Integrations tool: Show/Hide  

Prerequisites

Steps

Create a Purchase Order or Subcontract

Complete the steps in Create a Purchase Order or Create a Subcontract. Then continue by updating the BOQ as described in the next step.

Update the Bill of Quantities (BOQ)

These steps show you how to update the general Programme of Values tab. 

  1. Navigate to the project's Commitments tool.
  2. Under the Contracts tab, locate the purchase order or subcontract. 
  3. Click the Number link of the contract that you want to update.
  4. Complete the data entry in the General tab.  
     Important

    To update the Programme of Values, a user must be designated as an payment application contact. See Add Payment Application Contacts to a Purchase Order or Subcontract

  5. Under Programme of Values, add line items by clicking the click here to add a link.
    These are the line items that your subcontractor will break down into more detail on the Subcontractor BOQ.
  6. Add all of the line items associated with the commitment:
    • Change Event Line Item
      If the Change Events tool has been added to the project, select a related change event line item to link it to your commitment. If the Change Events tool has NOT been added, this column will NOT display in the Programme of Values tab. 
    • Main Line Item
      If the Change Events tool is disabled on the project, the Main Line Item column appears in place of the 'Change Event Line Item' column. Select a related main contract line item from the drop-down list.
       Note
      If you are adding a line item to to Subcontractor BOQ that is NOT accounted for in the main contract, select the Non-Budgeted option. 
    • 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?
    • Description
      Enter a description of the line item.
    • Tax Code
      Select a tax code associated with the line item. This field is only visible when the tax codes feature is enabled. See How can I use tax codes on a project?
    • Amount
      Enter the cost associated with the scope of work for the line item.
  7. Click Add Line Item to add additional line items, as necessary.
  8. Once you are done adding line items, do one of the following:

Update the Subcontractor BOQ

 

If you would like to learn more about Procore’s commitments software and how it can help your business, please visit our construction financials tool product page here.