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Procore Support (en-au)

How does Procore automatically complete amounts on an owner progress claim?

Background

When creating an owner progress claim, Procore saves time by automatically completing the data you see on the progress claim by pulling data from other Procore tools. This includes:

Answer

After you create a head contract owner progress claim, a confirmation prompt asks you to decide if you want Procore to automatically complete the fields in the progress claim the amounts entered in your project's CVs, direct costs and progress claims.

prefill-owner-progress claim.png

When responding to this message, you have these choices:

 
 

  • Cancel. Closes the window.
  • No Thanks. Does NOT allow Procore to automatically the progress claim. 
  • Yes. Allows Procore to automatically complete the amounts on the progress claim. Procore includes only amounts for the current billing period. The progress claim is designed to bill by 'Division' and 'Cost Code.' It also automatically includes data from the 'Work Complete' and 'Materials Presently Stored' columns.
     Tip

    To ensure Procore includes the dollar values that you intend, ensure that the following items match the 'Division' or 'Cost Code' on the head contract's line item;

    • The cost code and cost type on the owner progress claim should match the ones on the head contract.
    • The cost code and cost type on any direct cost line items should match the ones on the head contract.  
    When you click Yes on the confirmation message, the relevant progress claim PDFs and any progress claim and direct cost PDF attachments from the selected commitment billing period will combine into a single PDF file and automatically be attached to your new head contract progress claim under the Attachments field. 

How Procore Uses Your Data to Autofill the Progress Claim 

For Procore to properly complete an progress claim using the amounts from your progress claim and direct costs for a commitment's billing period, the following must be true:

For Direct Cost Amounts

  • Direct cost amounts must have a status of Approved.
  • The 'Received Date' must fall within the commitment billing period 'Start Date' and 'End Date.'
  • Only direct costs from the project's Direct Costs tool will copy. 
     Important
    For customers using the ERP Integrations tool, keep in mind that Procore does NOT copy ERP direct costs to owner progress claims.

For Subcontractor Progress Claim Amounts

  • The subcontractor progress claim must be associated with the selected commitment billing period.
  • The subcontractor progress claim must have a status of ApprovedApproved as Noted, or Pending Owner Approval.
  • The subcontractor progress claim should have at least one (1) line item.
  • The subcontractor progress claim's line items must meet one of the following conditions: 
    • The cost code and cost type on the line item must match the cost code and type on either the subcontractor progress claim and/or direct cost line item.
      OR
    • The cost code on the line item must be a member of the division. For example, let's assume there is a line item on a subcontractor progress claim for cost code 03-300 and a separate line item for division 03. In this scenario, the amount on the line item for cost code 03-300 will be copied to the line item for division 03.
       Caution

      If a subcontractor progress claim has multiple line items on a subcontractor invoice and/or direct cost line item that shares the same cost code and cost type, it is important to keep in mind that Procore will duplicate the amount on BOTH line items in the owner progress claim, doubling the amount on the progress claim.  To avoid this behaviour, it is important to ensure that you have only one line item per cost code/cost type combination.  

  • If you choose to compile your subcontractor progress claim backup (see Compile Progress Claim Backups), the compiled backup will be attached to your progress claim. The compiled progress claim backup will also include the DocuSign©  version of the PDFs (if the DocuSign© integration is being used). 

For Direct Costs and Subcontractor Progress Claim Amounts

  • After an owner progress claim is created, you cannot automatically copy values from subcontractor progress claims or direct costs to that progress claim at a later time. Instead, you must manually enter the amounts.
  • Only subcontractor progress claims and direct costs amounts are copied. If the copied subcontractor progress claim and direct cost are revised after the copy action is complete, the owner progress claim is not updated with the revised amounts.
  • If a commitment's accounting method is Unit/Quantity-Based, only the value copies over. Quantity is NOT reflected in the owner progress claim. See How do I set the accounting method for a commitment or head contract?

Additional Information

  • CV billed amounts are automatically filled in from the subcontractor progress claim to the owner progress claim when line items have the following:
    • The HCV and its corresponding CV need to be on the same line item as the change event that the items were created for (projects must have change events enabled).
    • Line items have variations broken down by line item. By default, this function is automatically enabled on Procore projects created on or after March 29, 2018. 
  • When automatically filling data, this data is copied from the commitment progress claims (or direct costs) and entered into the 'Detail' tab of your owner progress claim:
    • Amounts from the 'Work Completed (This Period)' column on commitment progress claims and direct costs are copied into your owner progress claim's 'Work Completed (This Period)' column.
    • Amounts from the 'Materials Presently Stored' column on commitment progress claims are copied into your owner progress claim's 'Materials Presently Stored' column.