Configure Advanced Settings: Commitments

Objective

To configure settings for your project's Commitments tool.

Background

Users who have been granted 'Admin' permission can customise the Commitment tool's advanced settings at the beginning of the project. These settings define how the Commitments tool works for your end-users. For example, you can select which users are on the tool's default distribution list, whether or not a purchase order or subcontract is set to 'Private' by default and more. Unless noted otherwise, settings can be adjusted at any time over the course of a project.

Important

Before your project users start creating commitments, it is important to configure the Number of Commitment Variation Tiers setting as described below. To learn more, see What are the different variation tier settings in Project Financials?
Once a user creates a Commitment Variation on your project, you are NOT permitted to modify your default variation tier setting.

Things to Consider

Required User Permissions:
- 'Admin' level permissions on the project's Commitments tool.
Additional Information:
- Additional settings for a project's commitment are in the tool's Advanced Settings tab. See Edit the Advanced Settings Tab on a Commitment.

Prerequisites

Your company must be licenced for Procore's Project Financials tools.
Add the Commitments tool to the list of Project Tools. See Add and Remove Project Tools.
Determine the number of variation tiers that you want to apply to your project. To learn more, see What are the different variation tier settings in Project Financials?

Steps

Navigate to the project's Commitments tool.
Click the Configure Settings icon.

Contract Configuration

This table details the settings in the Contract Configuration area. Always click Update at the bottom of the page to save your changes.

Setting	Type	Description
Contracts Private by Default	Checkbox	Mark this box to make new subcontracts private by default. Only 'Admin' users on the Commitments tool and users on the 'Private' list can see a 'Private' commitment. Remove the mark to allow users with 'Read Only' permission or above to view commitments. See Create a Commitment.
Enable Purchase Orders	Checkbox	Mark this box to enable purchase order creation in the project's Commitments tool. This is the default setting. Users must have the required user permissions to create purchase orders. Remove the mark to disable this setting. See Create Purchase Orders.
Enable Contracts	Checkbox	Mark this box to provide users with the ability to create subcontracts. This is the default setting. Users must have the required user permissions to create subcontracts. Remove the mark to prevent users from creating subcontracts. See Create Subcontracts.
RFQs Will be Due After	Numeric	The default value in Procore is seven (7) working days. Change this value to determine the RFQ due date for your project. Users can adjust the value on each commitment. See Respond to an RFQ as an RFQ Recipient. Note: A Procore Administrator can also set which days Procore considers working days. See Set Project Working Days.
Number of Commitment Variation Tiers	Drop-down list	Choose this setting before creating commitments. Once a user creates a commitment variation, this setting cannot be modified. See What are the different variation tier settings in Project Financials? One (1) tier is the default setting. Two (2) tier requires your team to create a potential variation followed by a commitment variation. If you choose this option, the Enable Always Editable Bill of Quantities tickbox appears. Three (3) tier requires your team to create a potential variation, followed by a variation request and then a commitment variation.
Allow Standard Level users to Create CVs	Checkbox	This setting is only available when the one (1) tier variation tier setting is enabled. Mark this box to allow users with 'Standard' level permissions to create commitment variations. See Create a Commitment Variation. Note: When ON, this setting also allows users with 'Standard' level permissions to approve their own workflows.
Allow Standard Level Users to Create PVs	Checkbox	This setting is only available when the two (2) tier or three (3) tier variation tier setting is enabled. Mark this box to allow users with 'Standard' permissions to create potential variations. Remove this mark to restrict creation of potential variations to users with 'Admin' level permissions. See Create a Commitment Potential Variation.
Enable Always Editable Bill of Quantities	Checkbox	Mark this box to allow users to add, update, import and remove line items from a bill of quantities in any commitment status. Remove the mark to limit edits. See Create a Subcontractor Payment application. Note: This setting is NOT supported when your project is configured to use the ERP Integrations tool or when the Subcontractor Bill of Quantities tab is enabled. See Enable or Disable the Subcontractor BOQ Tab on the Commitments Tool.
Beta Enable Site Initiated Variations	Checkbox	In the Site-initiated Variations beta program, this default ON setting allows collaborators to submit variations from the field. It works with the two (2) or three (3) tier setting in the Commitments tool. If activated, 'Allow Standard Level Users to Create PVs' must also be marked. See Allow Collaborators to Submit Site-initiated Variations. Note: This setting is only available to participants in the beta program for (Beta) Commitments: Allow Collaborators to Submit Site-initiated Variations.
Beta Compliance Template	Checkbox	For companies with Procore Pay, choose one of your company's custom compliance templates from the drop-down list. This determines the compliance template for the project's 'Compliance' tab in the Commitments tool. See Manage Compliance as an Administrator for the Payor. Note: This setting is only available to beta program participants with Procore Pay. For details, see About Compliance Templates with Procore Pay (Beta).

Contract Dates

The Contract Date settings are in the Procore web application on the Contract Fieldsets page in the Company Admin tool. To learn more, see Which fields in the Commitments tool can be configured as required, optional or hidden?

Default Distributions

Update the Default Distributions as follows:

This table details the settings in the Default Distributions area. Always click Update at the bottom of the page to save your changes.

Setting	Type	Description
Include Primary Contact in Default Distribution	Checkbox	Mark this tickbox to automatically include the person listed as the company's Primary Contact in the Directory tool in the default distribution list. Note: To be included on the distribution list, the vendor record must have a designated primary contact in the Company Directory. See Add a Person to the Company Directory.
Commitment Distribution	Drop-down list	Select any user names from the Project Directory. Procore automatically adds the people to the distribution list for the purchase order or subcontract.
Commitment Variation Distribution	Drop-down list	Select any Procore user(s) that should always be added to a commitment variation's distribution list by default when a variation is sent by email.
Request for Quote Distribution	Drop-down list	Select users to be notified when RFQ responses are submitted. Note: You have the ability to also modify the Request for Quote distribution within the RFQ.
Payment application Distribution	Drop-down list	When a payment application or the subcontractor BOQ is submitted for a commitment, the user(s) and contact(s) listed in the Payment application Distribution list will receive an email when the status of either the Payment application or the subcontractor BOQ is set to Under Review.

Default Contract Settings

Update the Default Contract Settings as follows:

This table details the settings in the Default Contract Settings area. Always click Update at the bottom of the page to save your changes.

Setting	Type	Description
Default Accounting Method for Purchase Orders	Drop-down list	Select between the Unit/Quantity Based or Amount Based accounting method. The default setting for purchase orders is Unit/Quantity Based.
Default Accounting Method for Contracts	Drop-down list	Select between the Unit/Quantity Based or Amount Based accounting method. The default setting for purchase orders is Unit/Quantity Based.
Default Retention Percent	Numeric	Enter a percentage amount (for example, 10%) to set the default retention percentage on the contract's first payment application. If you do NOT change this setting using the steps in Set or Release Retention on a Subcontractor Payment application, this setting will remain in effect on subsequent payment applications. The percentage amount that you enter in the 'Default Retention Percent' field calculates the retention amounts on the contract's first payment application. After creating your contract's first payment application, it is important to note that changing the 'Default Retention Percent' value does NOT automatically change the retention percentage on the contract's subsequent payment applications. To change the retention percentage on subsequent payment applications, you must change the setting in the payment application. For instructions, see in Set or Release Retention on a Subcontractor Payment application. It is important to note that a new payment application always inherits the retention percentage from the previous payment application. For example, if you set the retention on Payment application #1 to 10%, Payment application #2 will automatically use the 10% setting. If you decide to change the retention set on Payment application #2 from 10% to 5%, Payment application #3 will automatically use 5%. If your company has enabled the sliding scale retention feature, the 'Default Retention Percent' setting is always overridden by your contract's sliding scale retention settings. See Enable Sliding Scale Retention Rules on a Commitment's Payment applications.
Enable Comments by Default	Checkbox	Mark this tickbox to enable a Comments tab where users can add comments and attach files. This tickbox is cleared by default.
Enable Markup By Default	Checkbox	If enabled, you will see the Financial Markup tab, so you can set up and apply markup for each commitment. Variations will automatically be associated with the correct cost code so changes are accurately reflected in the Budget tool.
Enable Payments By Default	Checkbox	To prevent users from being able to create payments, leave this box unticked. It's ticked by default.
Enable Payment applications by Default	Checkbox	If enabled, you will see the Payment applications subtab so that payment applications can be created. To prevent users from being able to create payment applications, leave this box unticked. It's ticked by default.
Show Cost Codes on Payment application PDF by Default	Checkbox	Mark this tickbox to show cost codes on payment application PDFs by default.
Enable Completed Work Retention By Default	Checkbox	Mark this tickbox to enable completed work retention by default.
Enable Stored Material Retention By Default	Checkbox	Mark this tickbox to enable stored material retention by default. To learn more, see About Stored Materials on Subcontractor & Main Contract Payment Applications.
Enable Subcontractor BOQ by Default	Checkbox	Mark this tickbox to enable the 'Subcontractor BOQ' tab on the project's commitments. See Create a Subcontractor Bill of Quantities.