Create a Commitment Potential Variation

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.
   
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 Can I customise the numbering system for financial objects 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 Condition, Back 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 'Schedule 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

   • If sub-jobs are enabled (see Enable Sub Jobs on Projects for WBS), the Sub Jobs drop-down list contains all sub-jobs added to the project. See Add 'Sub Job' Segment Items to a Procore Project.
   • All cost codes related to the sub-jobs will appear in the following field. 
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

     • To view the default options in the list, see Which units of measure are included on Procore's master list?
     • To update the available options in the list, see Update a Unit of Measure to the Unit of Measure Master List. 
   • Unit Cost
     Enter the Unit Cost in the box provided.
   • Amount
     The system automatically calculates the subtotal for you, based on the Qty, UoM, 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.