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Procore (en-GB)

Create a Main Potential Variation (Main PV)

Objective

To create a Potential Variation (PV) for a main contract and add line items to the PCOs Programme of Values (BOQ).

Background

When a change to the scope of work or the original main contract amount occurs during a construction project, the change management process begins. Procore's change management provides project users with the ability to create a Potential Variation (PV) when your company's Procore Administrator has configured the Main Contracts tool to use the 2-Tier or 3-Tier Variation configuration setting. See What are the different variation tiers?

Things to Consider

  • Required User Permissions:
  • Additional Information:
  • For companies using the icon-erp-synced2.png ERP Integrations tool: Show/Hide  
    • Integration by Procore: Viewpoint® Spectrum®:
      • To sync data:
        • The Date field on an MCV is required.
        • The Billing Item Code on a MCV must be 10 characters or less.
    • Integration by Ryvit: Viewpoint® Vista™
      • MCV exports are supported.
    • QuickBooks®
      • MCV exports are NOT supported.
    • Sage 100 Contractor®
      • MCV exports are NOT supported.
    • Sage 300 CRE®:
      • Title. The MCV title must be 30 characters or less. 
      • Number (#). The MCV number be five (5) characters or less. 
      • Status. The main contract must be in the Approved status.
      • Associated Line Item. For each line item that you add to the variation's Programme of Values (BOQ), you may designate one (1) associated line item for each variation line item or the same associated line item for all variation line items.  Note: The Associated Line Item list is only visible and available when the ERP Integrations tool has been configured to work with Sage 300 CRE® and the export main contract variations capability has been switched on in Procore by your Integration Implementation Specialist.
    • Limitations:
      • To create a variation for a main contract, the main contract must be in the 'Approved' status.

Prerequisites

Steps

Create a Potential Variation

  1. Navigate to the project's Main Contracts tool.
  2. Locate the main contract to work with. Then click its Number link.
  3. Click the Variations tab.
  4. Click Create Potential VAR.
    create-potential-change-order-from-main-contract.png
  5. Complete the following fields:
    • Number
      This field automatically populates based on the number of potential variations you have already created. By default, the number will automatically increment by one. However, you can manually enter a different number, if desired. (Note: If you manually enter a number, the next PV that's created will automatically increment by one, based upon this specified value.)
    • Date Created
      This field shows the date and time the potential variation was created. (Note: This field cannot be changed.)
    • Revision
      This field displays the PV's revision number. When a PV is first created, its revision is zero. A PV could have multiple revisions because of feedback from a reviewer/approver.
    • Created By
      This field displays the user who created the potential variation. (Note: This value cannot be changed.)
    • Contract Company
      This field displays the company that is listed in the main contract.
    • Contract
      Link to the associated main contract. 
    • Title
      Enter the title of the potential variation that provides a brief description of the potential change.
    • Main Contract Variation
      This will list all existing Main Contract Variation that you could link the potential variation to.
    • Status
      Select the current state of the potential variation:
      • Approved. The PV has been approved. Costs are reflected as 'Approved Changes' in the budget.
      • Draft. The PV still needs to be modified before it can be submitted for review. Costs are not reflected in the budget.
      • Pending - In Review. The PV is currently being reviewed by an approver. Costs are reflected in the 'Pending Changes' column on the budget.
      • Pending - Revised. The PV has been modified since its initial submission. Costs are reflected in the 'Pending Changes' column on the budget.
      • Pending - Pricing. The PV is pending and is currently out for pricing. Costs are reflected in the 'Pending Changes' column on the budget.
      • Pending - Not Pricing. The PV is pending and is not actively being priced. Costs are reflected in the 'Pending Changes' column on the budget.
      • Pending - Proceeding. The PV is still pending and the work is being completed. Costs are reflected in the 'Pending Changes' column on the budget.
      • Pending - Not Proceeding. The PV is pending and the work is not currently taking place. Costs are reflected in the 'Pending Changes' column on the budget.
      • Rejected. The PV was rejected. Costs are not reflected in the Budget.
      • No Charge. The PV will be performed at no charge. Costs are not reflected in the Budget.
      • Void. The client/owner decides not to proceed. Costs are not reflected in the budget.
        Note: These statuses reflect the budget in the ways listed above for the Procore Standard Budget View. To create or modify views, see Set up a New Budget View.
    • Change Reason
      Select the reason for the potential variation, either Client Request, Design Development, Allowance, Existing Condition, Back charge or any options customised by the Company Administrator. See Set Default Change Management Configurations.
    • Variation Request
      This setting is only required when the Main Contracts tool is using the 3-Tier variation configuration setting: 
      • None. A PV can be linked to a Variation Request at a later time.
      • Add to Existing. Link the potential variation to an existing variation request.
      • Create New. Create a new Variation Request. You also have the option to create a new Main Contract Variation at the same time.
    • Private
      Mark this checkbox if you only want the potential variation to be visible to users with 'Admin' permissions on the Main Contract tool. 
    • Accounting Method
      This field inherits the accounting method that was specified in the main contract. See How do I set the accounting method for a contract?
    • Description
      Enter a more detailed description of the reason for the potential variation.
    • Request Received From
      Select a user from the project's directory who you are submitting the potential variation on behalf. 
    • Programme Impact
      If known, you can provide an estimate of the number of additional days that would potentially be added to the current project if the PV were approved.
    • Location
      Use the location drop-down menu to select a location the [item] impacts. Either select from the predefined locations or Add a Multi-tiered Location to an Item. This location may be as general as the site location at the first tier or as specific as to where on the site the contractor will be working at the second tier.
    • Reference
      Reference any other tools, materials, drawings or documents that are related to the potential variation.
    • Site Change
      Tick this box if the potential variation requires a site 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.

Add a Programme of Values (BOQ) to a Potential Variation

When there are costs associated with a PV,  you must add line items to the BOQ.

  1. In the variation, click the Programme of Values tab
     Notes
  2. Select the correct cost code from the cost code drop-down menu.
  3. Enter a description for the line item.
  4. Select the appropriate Cost Type. If you're using the Budget tool, the Type will pre-fill to the first type associated with that cost code on the Budget. You should only select a "non-budgeted" line item type if you would like to add a new line on the Budget.
  5. Click the + button. If the combination of the sub job, cost code and cost type are non-budgeted, a pop-up will appear asking you 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.
    Notes
    • The Associated Line Item drop-down list only appears if your company's Procore account is integrated with Sage 300 CRE® and the Main Contract tool is enabled on the project. 
    • When adding line items to the variation's Programme of Values (BOQ), you must select an Associated Line Item for each new line item. You may designate one associated line item or use the same associated line item for multiple line items.  
  6. Repeat the process for each line item you are adding.
  7. Click Save.
  8. If the line item impacts one of your Commitments, click Create CPV (for projects with 2 or 3 tier Commitment variation configuration) or Create CV (for projects with 1 tier Commitment variation configuration) to create an associated change on the Commitment side. See Next Steps for more information.

    Note: See Add Financial Markup to Variations to learn how to associate financial markup with line items.