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Procore (en-GB)

Create a Subcontractor BOQ

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Objective

To create a Subcontractor Bill of Quantities (BOQ). 

Background

In the same way that you can invite an payment application contact to submit a subcontractor payment application for review, you can also invite a payment application contact to provide a more detailed breakdown of line items on the 'Bill of Quantities' tab by enabling the 'Subcontractor BOQ' tab on a commitment.

  • On the general 'Bill of Quantities' tab for a purchase order or subcontract, each line item is assigned to a specific cost code and cost type. 
  • On the 'Subcontractor BOQ' tab on a purchase order or subcontract, you may be asked to provide a more detailed breakdown of a line item on the 'Bill of Quantities' tab. This may be required to provide a more full explanation about the amounts to obtain approval on a payment application. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Commitments tool.
      OR
    • 'Read Only' level permissions or higher on the project's Commitments tool with the 'Create Purchase Order Contract' and 'Create Work Order Contract' granular permission enabled on your permissions template.
       Notes
      • Access permissions to the Payment applications & Progress Billings tools are governed by the permissions set on the Commitments and/or Client Contracts, Funding or Main Contracts tool. Procore tool names vary, depending on the language or point-of-view dictionary configured in Procore. See What dictionaries and languages are available in the Procore web application?
      • If you are a collaborator (for example, an payment application contact employed by a company performing work on a project managed in Procore, your ability to perform invoice-related tasks is determined by the Procore company account holder. Settings that the account holder may choose to provide to you include:
        • A Procore User account.
        • Access permissions to the project's Commitments and/or Client Contracts, Funding or Main Contracts tool.
        • Membership on the 'Private' list of a specific contract or funding
        • Designated as an 'Invoice Contact' on the contract or funding.
    Limitations:
  • Additional Information:
    • On the purchase order's or subcontract's General tab, you must select your collaborator's user name in the 'Private' and 'Invoice Contact' fields before your collaborator can see the BOQ.
      • Only the detail line items added on the Subcontractor BOQ tab will carry over to the payment application.
      • For companies using the ERP Integrations tool, the Subcontractor BOQ line items that you create do NOT sync with your integrated ERP system. 
 Tip
Are you creating a Subcontractor BOQ for your downstream collaborator to update later? If so, your company must provide the collaborator with a Procore user account in your Company Directory. In addition, that user must be granted the appropriate permissions for a payment application contact. To learn more, see What is a payment application contact?

Prerequisites

Steps

Create a Commitment

Complete the steps in Create a Commitment. Then update the BOQ as described next.

Update the Bill of Quantities

  1. Navigate to the project's Payment applications or Progress Billings tool.
     Note
    The name of the Procore tool in your environment depends on the language or point-of-view dictionary configured in Procore. See What dictionaries and languages are available in the Procore web application?
  2. Click the Subcontractor tab. 
  3. Locate the purchase order or subcontract in the list. Then the Contract link to open the contract.
  4. In the General tab, click Edit. 
  5. Provide the payment application contact's user account with the appropriate access permissions. 
     Important

    To provide a subcontractor with the appropriate access permission to update the Subcontractor BOQ on a purchase order or subcontract,  you must do the following:

    1. Select the subcontractor's company name from the Contact Company drop-down list.
    2. Add the subcontractor to the Payment Application Contacts drop-down list.
    3. Add the subcontractor to the Private drop-down list.
    4. Click Save.
  6. Click the Bill of Quantities tab. 
  7. Click Add Line.
     Notes
    • The 'Bill of Quantities' tab is a general BOQ that details each scope of work associated with the purchase order or subcontract. 
    • The 'Subcontractor BOQ' tab is the more specific area where collaborators provide a more detailed line-item breakdown of each line item on the general Bill of Quantities tab.
  8. Add all related line items to the general 'Bill of Quantities' tab:
    schedule-of-values-tab-with-celis.png
    • Change Event Line Item
      If you have change events enabled, you can select a change event line item if you want to link the purchase order or subcontract to a specific change event. 
    • Main Contract Line Item
      If you do not have change events enabled, select the related line item from your main contract. If the item is not accounted for in the main contract, select the 'Non Budgeted' option.
    • 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 brief description of the line item.
    • Tax Code
      Select 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?
    • Amount
      Specify the cost of the line item.
  9. Click Add Line Item to add additional line items, as necessary.
  10. Once you are done adding line items, do one of the following:
     Note
    If you have already saved the payment application, the Create button is labelled Save and the Create & Email button is labelled Save & Email.
    • To add subcontractor BOQ line items on behalf of your subcontractor, click Create or Save.
      OR
    • To invite your payment application contacts to create the Subcontractor BOQ line items, click Create & Email or Save & Email to send the Payment application Contacts and email notifying them they can add their subcontractor line items to the Subcontractor BOQ tab. 
       Tip
      When does Procore send email notifications to payment application administrators, payment application contacts and members of a payment application's distribution list? To learn more, see When does Procore send email notifications to payment application contacts?
  11. Continue with the next step. 

Update the Subcontractor Bill of Quantities

If you are a payment application administrator (or a payment application contact who has been invited to update a Subcontractor BOQ), you can perform these steps on the commitment contract.

  1. In the commitment, click the Subcontractor BOQ tab.
     Note
    If you do NOT see a 'Subcontractor BOQ' tab on the commitment contract, a user with 'Admin' level permissions on the Commitments tool must enable it. See Add a Subcontractor BOQ to a Commitment and Enable or Disable the Subcontractor BOQ Tab on the Commitments Tool.
  2. Click Edit. 
  3. Enter a detailed line-item breakdown in the Subcontractor BOQ tab as follows:
    sub-sov-remaining-to-allocate.png
    • Click the +Add Line Item link.
    • In the Description box add a detailed description of the work to complete. 
    • In the Amount box, add the specific amount for that work. 
    • Continue this step until the 'Remaining to Allocate' amount for that budget code and description reads £0.00.
  4. When you have allocated all of the amounts in the Subcontractor BOQ tab, click the Submit button. 
     Notes
    • The Submit button is dimmed and unavailable until the Remaining to Allocate fields in the Subcontractor BOQ all read £0.00.
    • After you click the button, Procore changes the status of the Subcontractor BOQ to Under Review. 
    • You will NOT be able to edit your submission unless the payment application administrator changes the status of the Subcontractor BOQ to Revise & Resubmit.