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Create a Commitment Variation (CV)

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Objective

To create a Commitment Variation (CV). 

Background

In Procore, purchase orders and subcontracts represent a contractual agreement between a buyer (for example,  a project owner or a main contractor) and a seller (for example, a main contractor or subcontractor) who is responsible for completing project work or fulfilling an order. When you need to alter the terms of an agreement, you can create a CV.

 Important

When the Change Events tool is enabled on a project

The process that you will use to create a CV in Procore depends upon a few factors. First, if the Change Events tool is disabled on the project, you will use one of the processes below. Also, keep in mind that the number of steps required to create a CV is dependent upon the variation tier setting that is configured on the project's Commitments tool (see Configure the Number of Commitment Variation Tiers):

  • 1-Tier configuration:
    1. Create a Commitment Variation (CV) as described below. 
  • 2-Tier configuration
    1. Create a Commitment Potential Variation (CPV)
    2. Create a Commitment Variation (CV) 
  • 3-Tier configuration
    1. Create a Commitment Potential Variation (CPV)
    2. Create a Variation Request (VR)
    3. Create a Commitment Variation (CV) 

Things to Consider

Steps

Create a CV

If you have created a purchase order or a subcontract and need to alter the terms of that item, use the steps below to create a CV. If you have enabled the DocuSign© integration, follow the steps in Create a Commitment Variation (CV) with DocuSign©.

  1. Navigate to the project's Commitments tool.
  2. Beta Under the Contracts tab, locate the purchase order or subcontract. Then click Edit.
  3. Click Create Commitment VAR.
    Notes:
  4. In the General tab, do the following:
    • Number. Procore assigns numbers to CCOs in sequential order (e.g., 001, 002, 0033 and so on). You can change the numbering scheme, if desired (for example, CV-01, CV-02, CV-03 and so on). If you manually change this number, Procore automatically assigns the next number in sequential order, using the number you defined. 
    • Revision. This field displays the CV's revision number. When a CV is first created, its revision number is zero. A CV could have multiple revisions because of feedback from a reviewer/approver. 
    • Date Created. This field automatically populates with the date that you create the commitment variation. The date cannot be changed.
    • Created By. This field automatically populates with the name of the user who is creating the CV. 
    • Contract Company. This field automatically populates with the name of the subcontractor or vendor listed on the subcontract.
      Note: This field is only visible if the CV is for a subcontract.
    • Contract. This field automatically populates with the name of the contract for which the CV is being created.
      Note: This field is only visible if the CV is for a subcontract.
    • Title:  Enter a name for the CV. The maximum character limit for this field in Procore is 255 characters. 
       Important
      If you are using an integrated ERP system, the maximum character limit for the 'Title' field on a commitment is different for each system. For a list of each system and its limitation, see What is the maximum character length for a commitment's 'Title'?
    • Status. Select the current state of the CV:
      Note: The statuses below are for the Procore Standard Budget view. To learn about views, see Set up a New Budget View. Statuses may be used differently in your environment.
      • Approved. The CV has been approved. Costs are reflected as 'Approved' changes in the budget.
      • Draft. The CV still needs to be modified before it can be submitted for review. Costs are NOT reflected in the budget.
      • Pending - In Review. The CV is currently being reviewed by an approver. Costs are reflected as 'Pending' changes in the budget.
      • Pending - Revised. The CV has been modified since its initial submission. Costs are reflected as 'Pending' changes in the budget.
      • Pending - Pricing. The CV is pending and is currently out for pricing. Costs are reflected as 'Pending' changes in the budget.
      • Pending - Not Pricing. The CV is pending and is not actively being priced. Costs are reflected as 'Pending' changes in the budget.
      • Pending - Proceeding. The CV is still pending and the work is being completed. Costs are reflected as 'Pending' changes in the budget.
      • Pending - Not Proceeding. The CV is pending and the work is not currently taking place. Costs are reflected as 'Pending' changes in the budget.
      • Rejected. The CV was rejected. Costs are NOT reflected in the budget.
      • No Charge. The CV will be performed at no charge. Costs are NOT reflected in the budget.
    • Private. Mark this checkbox to make the CV visible only to users with 'Admin' level permissions on the Commitments tab. 
    • Change Reason. Select one of these reasons for the potential CV: Client Request, Design Development, Allowance, Existing Condition, or Backcharge. To learn how to configure change reasons, see Set Default Change Management Configurations.
    • Accounting Method. This field inherits the accounting method that was specified in the contract.
    • Due Date. Select a due date for when the CV must be approved by. 
    • Invoiced Date. Select the date when the CV was invoiced.
    • Designated Reviewer. Select a designated reviewer to approve the CV. See Review and Respond to Commitment Variations (CV).
    • Request Received From. Select a user from the project's directory who you are submitting the CV on the behalf of. 
    • Description. Enter a detailed description of the CV.
      Note: If you will be exporting the CV to an integrated third-party ERP system, you can enter an unlimited number of characters in Procore. However, any entries exceeding one thousand (1000) characters will be truncated when it is exported to Sage 300 CRE and Integration by Ryvit. 
    • Programme Impact. If known, you can provide an estimate of the number of additional days that would potentially be added to the current project programme if the CV were approved.
    • Location. Use the location drop-down menu to select a location the [item] impacts. Either select from the predefined locations or add a multi-tiered location. See Add a Multi-tiered Location to an Item. This location may be as general as the site location at the first tier or as specific as where on the site the contractor will be working at the second tier.
    • Reference. Reference any other tools, materials or documents that are related to the variation.
    • Executed. Check this box if the CV has already been executed.
    • Field Change. Tick this box if the variation requires a field change.
    • Paid in Full. Check this box if the cost is already covered in the budget.
    • Attachments. Select and add any relevant documents.
  5. Click Create or Create & Email to send the CV to any reviewers listed on the variation.

Add a Programme of Values (BOQ) to the CV

If there are costs associated with the CV, add line items to the CCOs Programme of Values (BOQ). add-commitment-programme-of-values.png

  1. Click the Programme of Values tab.
  2. Click Edit.
  3. Click Add Line. 
    • Main Contract Line Item. Select a line item from the drop-down list. If there is no line item that fits, select Not Budgeted. 
    • Change Event Line Item. Select a change event line item from the drop-down list. 
    • Sub Jobs. If the Sub Jobs feature is enabled on your project, select one from the list. 
    • Budget Code. Select a budget code from the drop-down list. See What is a budget code?
    • Description. Type a description for the new CV. 
    • Cost Amount. Enter an amount in the box. 
    • Tax Codes. If you are using tax codes with this project, select a tax code to use for the line item. This field only appears if the tax codes feature is enabled. See How can I use tax codes on a project?
  4. Click Add
  5. Repeat these steps for each line item. 
  6. Click Save.
 Note

For Companies That Have Enabled the ERP Integrations Tool

After the CV is placed into the 'Approved' status in the Commitments tool, project managers will typically send the CV to the ERP Integrations tool where it must be accepted by an accounting approver for export to the integrated ERP system (e.g., Integration by Procore: Viewpoint® Spectrum®, Integration by Ryvit: Viewpoint® Vista™, QuickBooks®, Sage 100 Contractor®, or Sage 300 CRE®). For instructions, see Send a CV to ERP Integrations for Accounting Acceptance. 

 

 

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.