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Create a Subcontractor BOQ

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Objective

To create a Subcontractor Programme of Values (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 an payment application contact to provide a more detailed breakdown of line items on the 'Programme of Values' tab by enabling the 'Subcontractor BOQ' tab on a purchase order or subcontract. 

  • On the general 'Programme of Values' 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 'Programme of Values' tab. This may be required to provide a more full explanation about the amounts to obtain approval on an 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' and 'Create Subcontract' granular permission enabled on your permissions template.
       Notes
      • User permissions are NOT managed in the project's Invoicing tool. Instead, the Invoicing tool is designed for users with 'Admin' level permissions on the Main Contracts and/or Commitments tool. 
      • If you are a collaborator (for example, an payment application contact for a subcontracting company that is performing work for a main contractor managing your contract in Procore), your ability to perform payment application-related tasks is determined by the project team that controls these settings for your Procore user account: 
        • Your user account's permissions on the project's Commitments and/or Main Contracts tool.
        • Your membership on the 'Private' list of a specific main contract, purchase order, or subcontract.
        • Your designation as an 'Payment Application Contact' on a main contract, purchase order or commitment.
      • To learn more about permissions for specific tasks that can be performed with the Invoicing tool, see Permissions: Invoicing.
    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 'Payment Application 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 subcontractor to update later? If so, your collaborator must have a Procore user account in your Company Directory and that account must be granted the appropriate permissions on the Commitments tool. For details, see Add a Subcontractor BOQ to a Commitment as an Payment Application Contact.

Prerequisites

Steps

Create a Purchase Order or Subcontract 

Complete the steps in Create a Purchase Order or Create a Subcontract. Then continue by updating the BOQ as described in the next step.

Update the Programme of Values (BOQ) 

  1. Navigate to the project's Invoicing tool.
  2. Click the Owner or 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 Programme of Values tab. 
  7. Click Add Line.
     Note
    • The 'Programme of Values' 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 Programme of Values tab. See Update the Subcontractor BOQ below. 
  8. Add all related line items to the general 'Programme of Values' tab:
    programme-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?
    • 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:
    • To add subcontractor BOQ line items on behalf of your subcontractor, click Create. 
      OR
    • To invite your payment application contacts to create the Subcontractor BOQ line items (see Create Payment Application Contacts), click Create and Email to send the Payment Application Contacts and email notifying them they can add their subcontractor line items to the Subcontractor BOQ tab. See Review a Commitment's Subcontractor Programme of Values.
  11. Continue with the next step. 

Update the Subcontractor BOQ (SBOQ) 

Perform these steps in the purchase order or subcontract:

 Note
  1. Click the Subcontractor BOQ tab.
  2. Click Edit. 
  3. Enter a detailed line-item breakdown that corresponds to each line item on the general Programme of Values tab. 
    subcontractor-boq-with-budget-code.png
  4. Add line items as follows:
    • 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.
  5. When you have allocated all of the amounts in the Subcontractor BOQ tab, click the Submit button. 
     Note
    The Submit button is NOT available for use until all remaining amounts have been allocated. 

 

If you would like to learn more about Procore’s invoice management software and how it can help your business, please visit our construction invoice management software product page here.