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Update a Subcontractor Bill of Quantities as a Payment Application Contact from the Payment Applications Tool

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 Phased Release: New admin & Collaborator Views for Subcontractor Payment applications
On March 23, 2022, the modernised subcontractor payment application experience was turned ON in all Procore project's using Procore's Payment application Management tools. To give you time to preview the design changes, Procore is providing users with the option to switch between the modernised and legacy experience until September 2023. After September 2023, the ability to exit out of the new experience will be removed and the legacy experience will no longer be available in Procore. To learn more, see Financial Management: New Admin & Collaborator Views for Subcontractor Payment applications.

Objective

How to edit the Subcontractor Bill of Quantities on a commitment as a payment application contact from the Payment applications tool.

Background

If you are a payment application contact who has been invited to provide a detailed breakdown of your bill of quantities on a commitment, you will receive an email message from Procore with the subject line: "[Procore User Name] invites you to break down your Bill of Quantities for this commitment." A Subcontractor Bill of Quantities (Subcontractor BOQ) provides downstream contractors with a way to provide a detailed breakdown of specific line items on the contract's general bill of quantities. 

Example

Let's assume the general 'Bill of Quantities' on a subcontract includes a line item for £8500.00 and the upstream party on the contract has invited you, the payment application contact, to provide a more detailed breakdown⁠—to show in more detail how you are allocating that £8500.00. Below is an example of a completed 'Subcontractor BOQ'. In this example, the payment application contact has successfully added five (5) separate line items to 'Subcontractor BOQ'. You know that you have successfully updated the 'Subcontractor BOQ' when the sum of your new line items equals £8500.00 and the value in the 'Remaining to Allocate' field is £0.00. 

sub-sov-remaining-to-allocate.png

Things to Consider

  • Required User Permissions:
    • To update line items on a Subcontractor Bill of Quantities as a downstream collaborator, you must be designated as an 'Invoice Contact.' See Add Payment application Contacts to a Purchase Order or Subcontract. You must also have:
      • 'Read Only' level permissions on the project's Commitments tool and be a member of the 'Private' list on the General tab of the commitment.
        OR
      • 'Standard' level permissions on the project's Commitments tool. 
  • Additional Information:
    • The Subcontractor Bill of Quantities must be in 'Draft' or 'Revise & Resubmit' status. 
    • The Subcontractor Bill of Quantities must be 'Approved' before users can create subcontractor payment applications against the commitment. 
  • For companies using the icon-erp-synced2.png ERP Integrations tool: Show/Hide  

Prerequisites

Steps

  1. Navigate to the Subcontractor Bill of Quantities from the Payment Applications Tool
  2. Update the Subcontractor Bill of Quantities

Navigate to the Subcontractor Bill of Quantities from the Payment Applications Tool

 Tip

Did you receive an email inviting you to provide a breakdown of your bill of quantities on a commitment? If you are a payment application contact for the 'Contract Company' on a commitment contract, the company that you are performing work for may invite you to provide a detailed breakdown of the bill of quantities on a commitment contract. To respond to that email instead of using the steps below, see How do I submit a Subcontractor Bill of Quantities for a Procore commitment?

  1. Navigate to the project's Payment applications tool. 
  2. Click the Subcontractor tab. 
  3. In the table, locate the payment application associated with the commitment.
  4. Click its Contract link to open it. 

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.