Edit Main Contract Payment Applications (Beta)

View the Bill of Quantities in Full Screen

You can view the Bill of Quantities in full screen and close it when you finish your updates. 

To open or close the fullscreen view of the Bill of Quantities: Click the Open Fullscreen link in the top-right corner of the Bill of Quantities.  OR Click the Close Fullscreen button to return to the card view.

Set the Column View for PDF Exports

You can configure the BOQ's column view before you Export Main Contract Payment Applications.

Choose an option from the drop-down list: Industry Standard. This exports Procore's default column layout, which is compatible with most industry-standard forms.  Current Configuration. This exports your BOQ's current column view.

Search for Matching Line Items

You can search for the matching line items to edit.  

About the Search Scope The scope of a search includes: Budget Code Description of Work Search for Line Items To search for matching line items: In the Search field, type a keyword or phrase.  Press the TAB key or click the magnifying glass icon.

Manage Custom Groups

You can create, edit or delete custom grouping options. Once you've created your groups, you can apply them using the drop-down menu to the left of the 'Manage Custom Groups' button.

	Add, Edit or Delete Custom Groups In the Bill of Quantities, click Edit. Click Manage Custom Groups. In the 'Manage Custom Groups' pane, click Add New Group.  In the Group Name box, type a name for the group. Optional. Choose from these options:  To add additional groups, click Add New Group. You can create one or more groups. To add a subgroup, type a name in the subgroup's Enter Name box. You must create at least one (1) subgroup for each group.  To change the name of a group or subgroup, type over the existing name as needed.  To delete a group or subgroup, click the Delete icon.  Click Save.
	Assign Line Items to Custom Groups In the Bill of Quantities, click Edit. Select the tickboxes that correspond to the line items to add to a custom group.  Click Assign to Custom Groups.  This open the Assign to Custom Groups panel on the right side of the page.  Select the desired subgroup from the Group drop-down list.
	Apply Custom Groups Apply the groups to the table using the drop-down menu to the left of the 'Manage Custom Groups' button. You have these options: To apply a group to the table, select it in the drop-down menu.  To move an active group, click and hold the double-ellipsis and use a drag-and-drop motion to move it into the position you want.  To remove an active group, click the X to the right. Deleting a group also deletes any subgroups in it. You can not recover a deleted group, you must re-create it.  To remove any customizations from the table, click Reset to Default.

Manage Table Settings

You can change the row height for the Bill of Quantities. You can also show or hide the columns that appear. 

Set Row Height Click the Table Settings button. This opens the Table Settings pane.  Under Row Height, click one (1) option:  Small  Medium Large Configure Columns Click the Table Settings button.  This opens the Table Settings pane.  Under Configure Columns, choose from these options: To show a column, move the toggle to the right.  To hide a column, move the toggle to the left.  To show all columns, click Show All. This is the default setting.

Choose Your Editing Method

It's helpful to understand the differences between the two (2) available data entry methods for contracts. See How do I set the accounting method for a contract? Once you know the accounting method in place, click the Edit button to place the Bill of Quantities in editing mode. You can only edit the most recent payment application. If there is a more recent payment application, an informational message appears at the top of the Bill of Quantities. 

• To edit individual line items inline  Show/Hide  

  • Edit line items inline by typing in the text boxes that appear in the editable cells.

    

• To edit line items in bulk Show/Hide  

  • To edit BOQ line items in bulk:

    1. Click Edit in the top right corner of the BOQ card. 
       This places the BOQ into editing mode.
    2. Place ticks in the boxes to the left of each line item. You have these options:
       • To select all of the BOQ line items, mark the box in the Item Number column (see 1).
       • To select all of the line items in a group, mark the box in a line item group (see 2).
       • To select individual line items, mark the desired boxes next to each line item (see 3).
         
         
    3. Click the Edit Values button (see 4). 
    4. In the Edit Values pane on the right (see 5), enter percentage values as needed.
       The data entry fields in the Edit Value pane on the payment application's BOQ are different, depending on whether the contract was configured to use the amount-based or unit-based accounting method. To learn more, see How do I set the accounting method for a contract?
    5. Click Apply (see 6).

Update the Line Items Using the Contract's Accounting Method

The data entry requirements for line items on a Bill of Quantities are determined by the accounting method set on the payment application's main contract. In Procore, a main contract can be configured to use one (1) of two (2) accounting methods: Amount-Based or Unit/Quantity Based. The accounting method set on the main contract impacts which columns are available for data entry on the Bill of Quantities. Once line items are created on a contract, all payment applications for that contract use the same accounting method. To learn more, see How do I set the accounting method for a contract or funding?

• To update line items with the Amount-Based accounting method Show/Hide  

  • To update the line items on an owner payment application's Bill of Quantities (BOQ) when the main contract is using the Amount-Based accounting method:

    1. Scroll to the Bill of Quantities. 
       Each line item on an owner payment application's BOQ corresponds to a contract line item. 
    2. Click Edit.
       This places the Bill of Quantities into edit mode. 
    3. Enter values in these fields as needed:
       The columns in your BOQ may be different. To show and hide columns, click the Table Settings  icon. To learn more, see Manage Table Settings.
       • Work Completed This Period (%)
         Enter a percentage to represent the monetary value of work completed for this billing period. 
         Note: If the user who created the payment application marked the 'Populate the Bill of Quantities with Costs from the Selected Billing Period' tickbox, Procore automatically populates the entry in the hidden 'Work Completed This Period (£)' column with values from subcontractor payment applications, direct costs and commitment variations.
       • Total Work Completed (%)
         Enter a percentage to represent the work completed to date through this billing period. Procore uses this entry to display the '% of Completed Work' (line 5a) in the Summary Preview. 
         Note: This number represents the cumulative amount of work completed from the first payment application on the contract through the current billing period for this payment application.
       • Work Retention This Period (%)
         Enter a percentage to represent the work retention to release this billing period. 
         Note: An entry in this cell lets Procore automatically calculate the currency value in the 'Work Retention This Period (£)' column of the Bill of Quantities. 
       • Materials Retention (%)
         Enter a percentage to represent the material retention for this billing period. 
         Note:  An entry in this cell lets Procore automatically calculate the currency value in the 'Materials Retention This Period (£)' column. 
       • Work Retention Released (%)
         Enter a percentage to represent the material retention that you are requesting to be released for work completed this billing period. 

• To update line items with the Unit/Quantity Based accounting method Show/Hide  

  • To update the line items on an owner payment application's Bill of Quantities when the main contract is using the Unit/Quantity Based accounting method:

    1. Scroll to the Bill of Quantities. 
       Each line item in the payment application's Bill of Quantities corresponds to a line item on the payment application's main contract. 
    2. Click Edit.
       This places the Bill of Quantities into edit mode. 
    3. Enter values in these cells as needed:
       • Work Completed: This Period (Qty). 
         Enter a quantity amount to represent the work completed for this billing period. This automatically updates the amount in the 'Work Completed: This Period (%)' cell. 
       • Work Completed: This Period (%). 
         This cell updates automatically when you enter a value in the 'Work Completed: This Period (Qty)' cell. You can type over this value to change the other entries for this row. 
       • Total Completed & Stored To Date: Total to Date (%). 
         This updates automatically when you enter a value in the 'Work Completed: This Period (Qty)' or 'Work Completed: This Period (%)' cells. You can type over this value to change the other entries for this row.

include backup from direct costs and payment applications in the Selected Billing Period

If the Include backup from direct costs and payment applications in the selected billing period setting is turned ON. 

1. Scroll to Attachments. 
2. Click Edit. 
   Scroll to the Attachments card. 

    Note

   When the Include backup from direct costs and payment applications in the selected billing period setting is turned ON, the Attachments card contains these sections: Uploaded Attachments, Attachments from Subcontractor Payment applications and Attachments from Direct Costs. 
   
   
3. In the Uploaded Attachments section, click the Upload Attachments button. 
4. Upload the desired attachments. 

Upload Attachments

If the Include backup from direct costs and payment applications in the selected billing period setting is turned OFF in the payment application. 

1. Scroll to Attachments. 
2. Click Upload Attachments.
   
   
    
3. Upload the desired attachments.