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Procore (en-GB)

Configure Settings: Main Contracts

Objective

To configure the advanced settings for the project's Main Contracts tool. 

Background

When setting up a Procore project, a user with 'Admin' permission on the Main Contracts tool will first use the steps below to configure the tool's settings for users of the tool. Because users can create a single main contract or multiple main contracts on a single project (see Create Main Contracts), the settings listed below are applied globally to all of the main contracts in a project:

  • Contract Configuration. Define the number of main variation tiers for the project, gives you the option to grant users with 'Standard' permission on the Main Contracts tool, the privilege to create potential variations and the ability to choose if you want to make the Bill of Quantities (BOQ) editable. 
  • Default Distributions. Specify the users to include by default on the Main Contracts tool's email notification distributions. 
  • Funding Sources. List any funding sources related to the main contract. A funding source can include central government, state and local funds, bonds, grants, tax revenue, loans, programmes and more. 

You can also set up customised settings to apply to each main contract that your users create in a single project. To learn more, see Edit the Advanced Settings on a Main Contract.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Main Contracts tool.
  • Additional Information:

Prerequisites

Steps

  1. Navigate to the project's Main Contracts tool.
  2. Click the Configure Settings icons-settings-gear.png icon.
  3. Under Contract Configuration, do the following:

    pc-contract-configuration.png
     
    1. Number of Main Contract Variation Tiers
      Select one option from the drop-down list to define how variations will be managed on the project:
       Important
      This setting cannot be changed after the first variation is created on the project.
      • 1. A one (1) tier variation configuration requires users to create only Main Contract Variations. See Create a Main Contract Variation.
      • 2. A two (2) tier variation configuration gives users the ability to create potential variation (see Create a Potential Variation for a Main Contract) that can then be grouped into a single Main Contract Variation) and sent to a user for approval. This is the default setting for Procore projects. 
         Notes
        • A three (3) tier variation configuration is also available. To learn more, see What are the different variation tier settings in Project Financials?
        • If your company or project billing process does NOT require you to group all of the approved variations for the month into a single, combined variation for final signature, Procore recommends configuring the two-tier variation configuration setting on the Main Contracts tool. 
    2. Allow Standard Level Users to Create PCOs
      Place a mark in this checkbox to grant users with 'Standard' permissions the ability to create a PV on the Variations tab of a Main Contract.
      Note: If you clear the mark from the checkbox, only users with 'Admin' permission can create a PV using the Variations tab of a Main Contract.
    3. Enable Always Editable Programme of Values
      Mark this tickbox to provide users with editing permissions the ability to add, update and remove line items from the BOQ when the contract is in any status. Clear the mark to restrict users from editing the bill of quantities. This setting is turned OFF by default. To learn more, see What is the 'Enable Always Editable Bill of Quantities' setting?
       Note

      For Procore users who turn the 'Enable Always Editable Bill of Quantities' setting ON, only a select number of integrated ERP systems support a one-directional sync from the integrated ERP system to Procore's Main Contracts tool. Updating a main contract's line items when its data is being synced with an integrated ERP system is NOT recommended.

  4. Under Contract Dates, users who have been granted 'Admin' level permissions on the company's Admin tool can click the Contract Fieldsets page in the Company Admin Tool link in the BLUE informational banner pictured below.
    prime-contracts-dates-moved.png
     Note
    The 'Contract Dates' section has been moved to the 'Fieldsets' tab in Company level Admin tool. To learn how to create fieldsets, see Create New Configurable Fieldsets.
  5. Under Contract Payment application Settings, choose one of these options:
    • Place a mark in the Show Markup on Payment application PDF and CSV tickbox. This setting configures the Main Contracts tool to show financial markup by default on all PDF and CSV payment applications. 
      OR
    • Remove the mark from the Show Markup on Payment application PDF and CSV tickbox. This setting configures the Main Contracts tool to hide financial markup by default on all PDF and CSV payment applications. 
      show-markup-on-invoice-pdf-and-csv.png
  6. Under Default Distributions, select a person from each drop-down list.

    pc-default-distributions.png
     
    • Main Contract. Select default distributions to be included in communication regarding the main contract. This can be people who need to review the main contract before it is approved. 
    • Main Contract Variation. Select default distributions to be included in communication regarding Main Contract Variations. 
    • Main Contract Variation Request. Select default distributions to be included in communication regarding Variation Requests for main contracts. 
    • Main Contract Potential Variation. Select default distributions to be included in communication regarding Main Contract Variations. 
  7. Click Update.
  8. Under Funding Sources, create a list of funding sources for your project. A funding source can include central government, state and local funds, bonds, grants, tax revenue, loans, programmes and more. See Create Multiple Main Contracts

    pc-funding-sources.png
     
    1. Name. Enter the name of a funding source in the box.
    2. Description. Enter a description of the funding source in the box.
    3. Click the plus (+) sign to add the line item.
  9. Click Update.

 

If you would like to learn more about Procore's main contract software and how it can help your business, please visit our construction contract management software product page icon-external-link.png.