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Update the Bill of Quantities on a Main Contract

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Objective

To describe the different ways you can update the line items on a contract's Bill of Quantities (BOQ).

Background

After creating a contract, you can choose from three (3) methods to update line items to your contract's BOQ: 

  • Add Line Items to the BOQ
    If your contract's BOQ only has a few line items or if you want to manually add new line items to the BOQ, use the 'Add Line' button to manually enter each BOQ line item. 
  • Create the BOQ from the Project's Budget
    If your want to structure your contract's BOQ to match your budget line items, Procore gives you an option to import your BOQ line items directly from the Procore's Budget tool. This method automatically creates the contract's BOQ for you using your project's budget line items as its data source. 
  • Import the BOQ from a CSV File
    If you would prefer to build your contract's BOQ using a spreadsheet program, such as Microsoft Excel, you can download a blank template that matches your contract's table structure, add your BOQ line items to the spreadsheet, save the file to the Comma Separated Values (CSV) file format and then import your line items. You can also use the import process to replace all existing line items on your contract's BOQ or you can keep any existing line items and add additional ones. 

Things to Consider

Prerequisites

Steps

There are several ways to add and update line items on a contract's BOQ:

Add Line Items to the BOQ

  1. Navigate to the project's Main Contracts tool.
  2. Locate the contract to update and click its Number link. 
  3. Click the Bill of Quantities tab.
  4. Click Add Line.
  5. Complete the data entry as follows:
    1. Budget Code
      Select a budget code or click Create Budget Code. See What is a budget code in Procore's WBS? 
    2. Description
      Enter a description for the line item. For example, type: Monthly Service Fee
    3. Qty
      Enter the number of units.
    4. UoM
      Select a Unit of Measure (UoM) from the drop-down list. To learn about the default selections in this list, see Which units of measure are included in Procore's master list? and Add a Unit of Measure to the Unit of Measure Master List.
    5. Unit Cost
      Enter the cost per unit in this box. You'll notice that the value in this column contains four (4) decimal points (for example, £0.0000) to allow you to enter the specific value required to calculate accurate pricing. 
      Example
      If you are buying 50,000 units for £1,006,625.00, you would enter a unit price of £20.1325. 
    6. Amount
      The system automatically calculates the subtotal for you, based on the Qty, UOM, and Unit Cost entries. 
  6. Repeat the above steps for all line items.
     Tip
    Want to arrange the line items on your bill of quantities into groups? Click the Add Group menu and select the desired grouping options. The default options include Cost Code, Cost Type, Sub Job (if enabled), as well as any custom segments that have been added for your company or project. See What are Segments and Segment Items. 
  7. Choose one of these options:
    • Click Save
      OR
    • Click Save & Email.  

Create the BOQ from the Project's Budget

 Note

If you will be creating the contract BOQ from the project's budget as described below, ensure your contract's BOQ is blank. You can only use these steps below when the BOQ has zero (0) line items. You must also:

  1. Navigate to the project's Main Contracts tool. 
  2. Locate the contract to update. Then click its Number link.
  3. Click the Bill of Quantities tab.
  4. ​Below the 'Bill of Quantities' table, click Import. Then choose BOQ from Budget from the drop-down menu.

    import-sov-from-budget.png
     
  5. In the 'Import Bill of Quantities from Budget?' window, click Import. 
    • If the BOQ is blank, the following message appears. 

      import-sov-blank.png
    • If the BOQ has existing line items, all existing line items will be replaced with the line items in the budget.
      import-sov-from-budget-window.png

      Procore replaces any existing line items on the Bill of Quantities with the line items current in the project's budget. This can take several minutes. Once the import is complete, a GREEN banner appears to indicate the action was successful and the line items appear in the 'Bill of Quantities' table. 

Import the BOQ from a CSV File

Customise the Delimiter & Download a Blank Template

  1. Navigate to the project's Main Contracts tool. 
  2. In the table, click the Number link for the contract to open. 
  3. Click the Bill of Quantities tab. 
  4. At the bottom the Bill of Quantities page, click Import BOQ from CSV. 
  5. In the Import Bill of Quantities from CSV window, choose these options:
    • Click Customise CSV Delimiter to reveal the options. 
    • Under Choose CSV Delimiter, choose one of these options:
       Tip
      What is a delimiter? A delimiter is a character used to separate values or text strings. It marks both the beginning and end of a unit of data.
      • Comma. Separates data using a  comma (,). This is Procore's default option. 
      • Semicolon. Separates data using a semicolon (;). 
  6. Click the Download Blank CSV Template button.
    Procore downloads a blank template file named 'Subcontract BOQ Template' the download location specified for your web browser.  

Add Line Items to the Blank Template

  1. On your computer, open the template that you just downloaded. 
  2. Follow one (1) of these steps to add line item(s) to your blank template:

Amount-Based Accounting Method

  1. When a contract is using the amount based accounting method (see How do I set the accounting method for a contract or funding?), enter line items in the downloaded template file as follows:
    • #. Enter the line item number. 
    • Budget Code. Enter the budget code for the line item. 
    • Tax Code. Enter a tax code for the line item. 
    • Amount. Enter the line item amount. 
    • Billed to Date. Enter the amount billed to date for the line item, if applicable. 
    • Amount Remaining. Enter the amount remaining for the line item, if applicable. 
  2. Save your data entry in the completed template. 

Unit/Quantity Based Accounting Method

  1. When a contract is using the unit/quantity-based accounting method (see How do I set the accounting method for a contract or funding?), enter line items in the downloaded template file as follows:
    • #. Enter the line item number. 
    • Budget Code. Enter the budget code for the line item. 
    • Description. Enter a description for the line item. 
    • Tax Code. Enter a tax code for the line item. 
    • Qty. Enter the unit quantity for the line item. 
    • UOM. Enter a Unit of Measurement (UOM) for the line item. 
    • Unit Cost. Enter the unit cost for the line item. 
    • Amount. Enter the total amount for the line item. 
    • Billed to Date. Enter the amount billed to date for the line item, if applicable. 
    • Amount Remaining. Enter the amount remaining for the line item, if applicable. 
  2. Save your data entry in completed template.

Import the Completed CSV Template to Procore

  1. Return to the Import Bill of Quantities from CSV window. 
  2. Click the Upload File button. 
    import-sov-from-csv-window.png
  3. Navigate to the completed template on your computer and upload it. 
  4. Choose from these options:
    • If the Main Contracts's Bill of Quantities has zero (0) line items, simply click the Import button. 
      OR
    • If the Main Contract's Bill of Quantities has existing line items, choose one (1) of these options:
      • Add Additional Line Items. This option adds the line items in the template to the existing line items in the Bill of Quantities. Then, click the Import button.
        OR
      • Replace Existing Line Items. This option removes all existing line items from the Bill of Quantities and replaces them with the line items in the template.  Then, click the Import button. Note: If the 'Enable Always Editable Bill of Quantities' setting is turned ON in the project's Main Contracts tool, this option is greyed out and unavailable for use once a payment application is created and line items are billed. To learn more, see What is the 'Enable Always Editable Bill of Quantities' setting? 
 Tips
  • How do I know if the import was successful? A GREEN success banner appears when the import process is successful. 
  • How do I get details about a file error? A RED error banner appears where there is a file error. Click the Show Errors button pictured below to reveal more specific information about the error to correct. 
    show-errors-button.png