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Procore (en-GB)

Configure Advanced Settings: Commitments

 In Beta
This tutorial includes detail about the 'Enable Site Initiated Variations' setting, which is only available to Procore users who are participating in a Beta Program. To learn more about this beta program, see (Beta) Commitments: Allow Collaborators to Submit Site-initiated Variations

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

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Commitments tool.
  • Additional Information:

Prerequisites

Steps

Contract Configuration

  1. Navigate to the project's Commitments tool.
  2. Click the Configure Settings icons-settings-gear.png icon.
  3. Under Contract Configuration, do the following:

    commitments-enable-field-initiated-change-orders.png
     
    1. Contracts Private by Default
      Place a mark in this checkbox to set new subcontracts to Private by default. This is the default setting.
      Notes:
      • A 'Private' commitment is only visible to users with 'Admin' permission on the Commitments tool and users added to the 'Private' list on the General tab of the commitment.
      • Remove the mark to make commitments visible to users with 'Read Only' permission or above. 
    2. Enable Purchase Orders
      Place a mark in this tickbox makes the ability to create purchase orders available in the project's Commitments tool. This is the default setting. Remove the tick to remove the ability to create purchase orders from the Commitments tool. 
       Note
      To provide users with the ability to create purchase orders, they will need to be assigned the required user permissions. See Create a Purchase Order.
    3. Enable Contracts
      Place a mark in this checkbox to provide users with the ability to create subcontracts. This is the default setting. Remove the checkbox to prevent users from creating subcontracts. 
    4. RFQs Will Be Due After
      Specify the number of working days to identify the due date for a response to an RFQ. To learn more, see Respond to an RFQ as an RFQ Recipient.
      Notes:
      • The default value for the RFQ due date is seven (7) working days. You can adjust change this setting as needed on each individual commitment.
      • Your company's Procore Administrator can also set which days of the week the system considers as its working days. For details, see Set Project Working Days.
    5. Number of Commitment Variation Tiers
      See What are the different variation tier settings in Project Financials? Then, select one (1) of these options.
      • 1. Select this option to enable the one-tier variation setting. With this option, your team creates only Commitment Variations. This is the default setting. 
      • 2. Select this option to enable the two-tier variation setting. With this option, your team creates a Potential Variation and then a Commitment Variation. When you select this option, the 'Enable Always Editable Bill of Quantitiestickbox appears. See below for more information. 
      • 3. Select this option to enable the three-tier variation setting. With this option, your team creates a Potential Variation, then a Variation Request and then a Commitment Variation. 
         Important

        Important best practices include:

        • Always select the variation tier setting before users begin creating purchase orders and subcontracts.
        • Once a user creates a Commitment Variation on your project, this setting can no longer be modified on the project. 
    6. Allow Standard Level Users to Create PVs
      Mark this tickbox to allow users with 'Standard' permissions to create Potential Variations. If the tick is removed, only 'Admin' permissions will have the ability to create PVs. See Create a Commitment Potential Variation.
       Note
    7. Enable Always Editable Bill of Quantities
      Mark this tickbox to provide users with editing permissions the ability to add, update, import and remove line items from the BOQ when the commitment is in any status. Clear the mark to restrict users from editing the bill of quantities. This setting is turned OFF by default. To learn more, see What is the 'Enable Always Editable Bill of Quantities' setting?
       Note

      For Procore users who turn the 'Enable Always Editable Bill of Quantities' setting ON, be aware that this setting is NOT currently supported when:

    8. BETA Enable Site Initiated Variations
      If you are participating in Procore's Site-initiated Variations beta program and plan to use the two (2) or three (3) tier variation setting on the Commitments tool, this setting is turned ON and a mark appears in this box by default. This setting allows your downstream collaborators to submit variations from the field. To learn more, see Allow Collaborators to Submit Site-initiated Variations.
       Note
      The 'Enabled Site Initiated Variations' setting is designed to work with the two (2) or three (3) tier configuration setting on the Commitments tool. If you turn this setting ON, you will also need to place a mark in the  'Allow Standard Level Users to Create PVs' tickbox. 
  4. Continue with the next step.

Contract Dates

Contract dates for the Project level Commitments tool have been moved to the Company Level Admin tool. To learn more, see Create New Custom Fields and What are custom fields and which Procore tools support them? Custom fields also work with Configurable Fieldsets. See Create New Configurable Fieldsets.

Default Distributions

  1. Scroll to the 'Default Distributions' section.
  2. Configure your settings as follows:
    commitment-default-distributions.png
    • Include Primary Contact in Default Distribution
      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
      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
      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
      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
      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

  1. Scroll to the 'Default Contract Settings' section.
  2. Configure the settings as follows:
    commitments-default-contract-settings.png
    • Default Accounting Method for Purchase Orders
      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
      Select between the Unit/Quantity Based or Amount Based accounting method. The default setting for subcontracts is Amount Based.
    • Default Retention Percent
      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. 
       Important
      • 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%.
      • flag-australia.png 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
      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
      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
      To prevent users from being able to create payments, leave this box unchecked. It's checked by default.
    • Enable Payment Applications by Default
      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 unchecked. It's checked by default.
    • Show Cost Codes on Payment Application PDF by Default
      Place a tick in this box to show cost codes on payment application PDFs by default. 
    • Enable Completed Work Retention By Default
      Place a tick in this box to enable completed work retention by default.
    • Enable Stored Material Retention By Default
      Place a tick in this box to enable stored material retention by default.
    • Enable Subcontractor BOQ by Default
      Place a tick in this box to enable a subcontractor BOQ by default for commitments. 
  3. Click Update to save your changes.

See Also

 

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 icon-external-link.png.