Create a Commitment Variation from a Funding Variation

Objective

To create a commitment variation from a funding variation or a funding potential variation.

Background

Only use these steps when the project's Change Events tool is NOT enabled on your project: 

• One (1) Tier Variations:
  • On the Funding Tool
    When the one (1) tier setting is configured on the Funding tool, the change management process starts with creating a funding variation.
  • On the Commitments Tool
    When the one (1) tier setting is configured on the Commitments tool, you can start by creating a commitment variation. 
• Two (2) or Three (3) Tier Variations:
  • On the Funding Tool
    When the two (2) or three (3) tier setting is configured on the Funding tool, you will start by creating a potential variation. 
  • On the Commitments Tool
    When the two (2) or three (3) tier setting is configured on the Commitments tool, create a potential variation for a commitment.

Things to Consider

• Required User Permissions:
  • 'Admin' level permissions on the project's Funding tool.
• Additional Information:
  • Use the steps below only when the Change Events tool is NOT active on the project. When the Change Events tool is active, follow the steps in Create a Commitment Variation from a Change Event.
  • After creating a funding variation, you can issue and approve a commitment variation for the contractor from the Bill of Quantities (BOQ) of the potential variation.
  • You can also compare the commitment variation to the corresponding line item on the funding's potential variation and view any variance between them.

Prerequisites

• Create a potential variation and add at least one (1) bill of quantities line item. See Create a Potential Variation for a Funding.

Steps

1. Navigate to the project's Funding tool.
2. Locate the funding to work with. 
3. Click Edit.
4. Click the Bill of Quantities tab.
5. Under 'Add Line Item,' do the following:
   • Cost Code
     Select a cost code from the drop-down list. 
   • Description
     Enter a brief description of the change. 
   • Type
     Select the funding type. 
   • Amount
     Enter the amount. 
6. Click Add.
7. Click Create CPV. 
   This opens the Create a Commitment Potential Variation for Line Item page. 
8. Under 'Step 1: Choose a Commitment Contract', choose the appropriate contract to associate that contract with the new potential variation. 

    Note

   To create a new purchase order, see Create a Commitment.
9. Click Add Variation Details.
10. Complete the following information:
    • Number
      This field automatically populates based on the number of variations already created. By default, the number will automatically increment by one. 

       Tip

      How does Procore assign numbers to commitment variations? To learn more, see Can I customise the numbering system for financial objects in Procore?
    • Revision
      This field displays the commitment variation's revision number. When a commitment variation is first created, its revision number is zero (0). A commitment variation can have multiple revisions because of feedback from a reviewer/approver.
    • Title
      Procore populates this field with the name of the potential variation.
    • Status
      Select the current status of the commitment variation.

       Tip

      What are the available statuses? To learn more, see What are the default statuses for variations in Procore?
    • Private
      Place a mark in this tickbox to make the commitment variation private. Private  variations are only visible to these users:
      • 'Admin' level permissions on the project's Commitments tool.
      • 'Standard,' or 'Read Only' level permissions who have been added to the private list on the commitment associated with this variation. 
    • Change Reason
      Select the reason for the potential variation, either Client Request, Design Development, Allowance, Existing Condition, Backcharge or any options customised by your company's Procore Administrator. See Set the Default Change Management Configuration.
    • Programme Impact
      Enter the number of days required for the change. 
    • Description
      Enter a detailed description of the variation.
11. Click Create & Add Line Items.
12. Complete the following information:
    
    • Description
      Enter a more detailed description of the line item.
    • Amount
      Enter the amount associated with the line item.
13. Click +Add.

     Note

    If the combination of the sub job, cost code and cost type are non-budgeted, a pop-up will appear asking to confirm you want to add this line item to the budget. If OK is selected, this line item will be added directly to the Budget with a "?" next to the line item. See Add a Partial Budget Line Item.
14. Follow the steps above to add more line items as needed. 
15. Click Finish & Return to Main PV. 

See Also

• Edit a Commitment Variation Linked to a Potential Variation
• Add a Partial Budget Line Item
• Create a Commitment
• Set up a New Budget View
• Set the Default Change Management Configurations