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Procore (en-GB)

Create a Commitment Potential Variation

Objective

To create a Potential Variation (PV) for a commitment and complete its Bill of Quantities (BOQ).

Background

When a change to the scope of work or the original commitment contract amount occurs during a construction project, the change management process begins. You can create a PV if your company's Procore Administrator configures the Commitments tool with the two (2)- or three (3)-tier variation configuration setting. See What are the different variation tier settings in Project Financials?

Things to Consider

  • Required User Permissions:
  • Additional Information:
  • For companies using the icon-erp-synced2.png ERP Integrations tool: Show/Hide  
    • Integration by Procore: Viewpoint® Spectrum®:
      • To sync data:
        • The Date field on an MCV is required.
        • The Billing Item Code on a MCV must be 10 characters or less.
    • Integration by Ryvit: Viewpoint® Vista™
      • MCV exports are supported.
    • QuickBooks®
      • MCV exports are NOT supported.
    • Sage 100 Contractor®
      • MCV exports are NOT supported.
    • Sage 300 CRE®:
      • Title. The MCV title must be 30 characters or less. 
      • Number (#). The MCV number be five (5) characters or less. 
      • Status. The commitment must be in the Approved status.
      • Associated Line Item. For each line item that you add to the variation's Bill of Quantities (BOQ), you may designate one (1) associated line item for each variation line item or the same associated line item for all variation line items.  Note: The Associated Line Item list is only visible and available when the ERP Integrations tool has been configured to work with Sage 300 CRE® and the export commitment variations capability has been switched on in Procore by your Integration Implementation Specialist.
    • Limitations:
      • To create a variation for a commitment, the commitment must be in the 'Approved' status.

Prerequisites

Steps

Create a Potential Variation

  1. Navigate to the project's Commitments tool.
  2. Locate the commitment contract to work with. Then click its Number link.
  3. Click the Variations tab.
  4. Click Create Potential VAR.
    create-potential-change-order-from-prime-contract.png
  5. Complete the following fields:
    • Sign with DocuSign®
      If you have enabled the Procore + DocuSign® integration (see Enable or Disable the DocuSign® Integration on a Procore Project), a tick appears in this box by default. If you do NOT want to collect signatures with DocuSign®, remove the mark.
    • Number
      Accept the default number, enter a new number or create a custom numbering scheme.
       Tip
      How are numbers assigned? To learn how Procore assigns numbers and to understand your custom numbering options, see How are commitments, contracts and changes numbered in Procore?
    • Date Created
      Shows the creation date and time. This value cannot be changed.
    • Revision
      Shows the revision number. The first version is zero (0), subsequent revisions are assigned in sequential order. A PV might have several revisions, depending on its reviewer/approver feedback.
    • Created By
      Shows the Procore user who created the PV.  This value cannot be changed.
    • Contract Company
      Shows the name of the company responsible for performing the work on the contract.
    • Contract
      If you have been assigned access permissions to the Commitments tool, click this link to open the contract. 
    • Title
      Enter a title for the PV in this box. 
    • Status
      Select the current state of the PV. To learn more, see What are the default statuses for variations in Procore?
    • Commitment Variation
      Choose one (1) option button. 
       Note

      This setting is only required when the Commitments tool is using the 3-Tier variation configuration setting. See What are the different variation tier settings in Project Financials?

      • None. A PV can be linked to a VR at a later time.
      • Add to Existing. Link the PV to an existing VR.
      • Create New. Create a new VR. You also have the option to create a new variation at the same time.
    • Change Reason
      Select the reason for the PV, either Client Request, Design Development, Allowance, Existing ConditionBack Charge or any additional options created for your specific environment by your company's Procore Administrator. See Set the Default Change Management Configurations.
    • Private
      Mark this tickbox if you only want the PV to be visible to users with 'Admin' permissions on the Commitments tool. 
    • Accounting Method
      This field inherits the accounting method that was specified in the commitment contract. See How do I set the accounting method for a contract or funding?
    • Description
      Enter a more detailed description of the reason for the PV.
    • Request Received From
      Select the Procore user for whom you are submitting the PV. 
    • Programme Impact
      If known, provide an estimate for the additional number of days required to complete work when the PV is approved.
       In Beta
      Note to users participating in the 'Subcontractor Estimated Completion' limited release beta program. When a user places a variation in the 'Approved' status and it includes a value in 'Programme Impact' field of the variation, Procore automatically updates the 'Estimated Completion Date' field in the commitment contract by the number of days entered. To learn more about this programme, see Commitments: (Beta) Subcontractor Estimated Completion Date.
    • Location
      Use this drop-down list to select a location related to the PV. You can select an existing location or Add a Multi-tiered Location to an Item. 
    • Reference
      Add any other important tools, materials, drawings or documents to use as a reference for the PV. 
    • Field Change
      Check this box if the PV requires a field change.
    • Paid in Full
      Check this box to indicate you have received payment for this change. 
    • Attachments
      Select and add any relevant documents.
  6. Click Create & Enter BOQ.

Add a Bill of Quantities to a Potential Variation

When there are costs associated with a PV,  you must add line items to the BOQ.

  1. In the Bill of Quantities tab, click Add Line
     Notes
  2. For contracts using the Amount Based accounting method:
    • 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.
    • 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? 
    • Description
      Enter a description for the line item. For example, type: Monthly Service Fee
    • Amount
      Enter the amount of the cost.
    • Billed to Date
      The system automatically calculates the amount billed on the commitment up to the current date.  
    • Amount Remaining
      Enter the amount that has NOT been billed to the current date. 
    • 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?
  3. For contracts using the Unit/Quantity Based accounting method:
    • 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.
    • 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? 
    • Description
      Enter a description for the line item. For example, type: Monthly Service Fee
    • Qty
      Enter the number of units.
    • UoM
      Enter the Unit of Measure (UoM).
       Notes
    • Unit Cost
      Enter the Unit Cost in the box provided.
    • Amount
      The system automatically calculates the subtotal for you, based on the QtyUoM, and Unit Cost entries. 
  4. Click Save.
    A GREEN banner appears to indicate that the Bill of Quantities is saved. 
     Important
    If you assigned a budget code that is not currently represented on your budget or if leave the budget code field blank, a confirmation message appears. To proceed, you must click OK to acknowledge the message. This action adds the corresponding line item(s) to your project's budget as non-budgeted line items. 

 

If you would like to learn more about Procore's main contract software and how it can help your business, please visit our construction contract management software product page icon-external-link.png.