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Procore (en-GB)

Create a Prime Contract Change Order (PCCO)

 Note

Objective

To create a Main Contract Variation (MCV).

Background

Use the steps below when you need to make changes to a main contract.

Things to Consider

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

Prerequisites

Steps

  1. Navigate to the project's Prime Contracts tool.
  2. Locate the main contract to work with. Then click its Number link. 
  3. Click Create Prime Contract CO.
    create-prime-contract-change-order.png
  4. Complete the following fields:
    • Sign with DocuSign©
      If the Procore + DocuSign© integration is enabled, a checkmark appears by default. Clear the checkmark from the box if you do NOT want to collect signatures with DocuSign©
    • Variation #
      Accept the default contract number, enter a new number for this contract or create a custom numbering scheme for this contract and future contracts.
       Note
      • If you plan to create multiple variations, Procore automatically assigns new numbers in sequential order. For example; 001, 002, 003 and so on. 
      • To use a custom numbering scheme, enter any set of alphanumeric characters and Procore automatically assigns new numbers in sequential order using your custom scheme. For example, enter MCV-1, MCV-01 or MCV-001. 
    • Date Created
      Shows the date and time the MCV was created. You cannot change this date.
    • Revision
      Displays the MCV's revision number. When a MCV is first created, its revision number is zero (0). A MCV could have multiple revisions because of feedback from a reviewer/approver. 
    • Created By
      Displays the name of the user that created the MCV. You cannot change this name.
    • Title
      Enter a title for the MCV. 
    • Status
      Select the current status of the MCV. To learn more, see What are the default statuses for a Main Contract Variation (MCV) in Procore? 
    • Private
      Mark this checkbox if you want to make the MCV  private and visible only to users with 'Admin' on the Main Contracts tool. 
    • Due Date
      Select a due date for when the MCV must be approved by. 
    • Invoiced Date
      Select the date when the MCV was invoiced.
    • Designated Reviewer
      Select a designated reviewer to approve the MCV . See Review and Approve/Reject Main Contract Variations (MCV).
    • Paid Date
      Select the date that payment was received for the MCV.
    • Reviewer
      This field is automatically completed when the 'Designated Reviewer' approves or rejects the MCV. See Review and Approve/Reject Main Contract Variations (MCV).
    • Description
      Enter a more detailed description of the MCV.
    • Programme Impact
      If this MCV is expected to impact the construction project's programme, enter the estimated number of additional days this would add to the programme. 
    • Revised Substantial Completion Date
      Enter an updated substantial completion date for the project. 
       Note
      If the substantial completion date is enabled on the Main Contracts tool, Procore updates the MCVs 'Revised Substantial Completion Date' field after the MCV is placed into the Approved status. See Configure Settings: Main Contracts
    • Executed
      Mark this checkbox after the MCV is fully executed.
    • Variation Requests
      If the Main Contract's tool is configured for 3-tier variations, select any variations related to this MCV from this drop-down list.  See Configure the Number of Main Contract Variation Tiers.
    • Potential Variations
      If the Main Contract's tool is configured for 2-tier variations, select any potential variations related to this MCV from this drop-down list.  See Configure the Number of Main Contract Variation Tiers.
  5. Choose one (1) of these options:
    • To create the PCCO, click Create.
      OR
    • To create the MCV and send email notifications, click Create & Email