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Procore Support (en-au)

Why are my variation's line items being duplicated on my owner's progress claim?

Answer

If it appears that your variation line items are being duplicated on an owner progress claim, it will typically be due to the following conditions being true:

  • Your company's Procore account is using the ERP Integrations tool. See ERP Integrations.
  • You have a head contract synced with an integrated ERP system.
  • The head contract is in the 'Approved' status. See Approve a Head Contract.
  • The head contract's Program of Values (SOV) contains a line item showing an original amount that has since been modified by a variation scenario (see What are the different variation tiers?):
    • One-Tier Variations. You have created a Head Contract Variation (HCV) and added a new variation line item to reflect the actual amount on the original head contract. See Create a Head Contract Variation (HCV).
      OR
    • Two-Tier Variations. You have created a Head Potential Variation (Head PV) and added a new line item to reflect the potential amount on the original head contract. See Create a Potential Variation (PV).
  • You have chosen to associate a new change event line item with a new line item in the head contract SOV.

Common Questions

To learn why variation line items appear to be duplicated, please review the following questions and answers:

Why are there two variation line items on the owner progress claim?

When your head contract is synced with an integrated ERP system and you create a new SOV line item on a variation, the ERP system requires the creation of two (2) line items in Procore:

  • A line item on the SOV tab of the head contract so data can be passed to the original head contract line item. The contract amount is listed at $0 to indicate to the ERP system that the original contract amount for this item is $0.
  • A line item on the SOV tab of the variation so data can be passed to a new head contract line item that reflects the actual amount in the approved changes field. This ensures that the actual amount is correctly attributed to the appropriate cost code via a new contract line item in the integrated ERP system. 
Example

In this example, let's assume that we have created a Head Contract Variation for an ERP-synced Procore project.

How this looks on a Change Event

We can find the individual line items of the Head Contract Variation under its corresponding change event. In this case, there are two items related to this change event.

How this looks on the Head Contract

A new line item must be created in the head contract's program of values to be synced with the integrated ERP system, so the first item from the change event is duplicated with a $0 amount to represent that this line item had a $0 value at the time the head contract was agreed upon.


How this looks on the Owner's Progress Claim

Since both the head contract's program of values and the variation's program of values are reflected on Procore's progress claim, line items from both sources appear on the owner's progress claim:

  • Line 7 Below. The $0 line item reflects the line item on the head contract's SOV. 
  • Line 8-9 Below. The $1,500.00 and $5,000 line item reflects the actual amount of the line item on the variation.  

When creating an progress claim, most users choose to disregard the $0 line item on the head contract. They also teach their project users to bill against the actual amount for the line item on the variation.  

Can I hide the $0 line item so it doesn't appear on the owner progress claim?

No. Currently, Procore does not provide ERP-synced projects with a function to hide a $0 line item from an owner progress claim. The $0 line item appears on both the Detail tab and on the Configurable PDF tab on the progress claim.

Is there a workaround for $0 line items on an progress claim?

While you cannot hide $0 line item on the Detail tab, you can follow the steps below to create groups that consolidates the duplicate variation line items with their associated HCV by assigning them to the same Billing Group and Billing Code.

  1. Navigate to the project's Head Contract tool.
  2. Locate the head contract to edit. Then click View.
  3. Click the Progress Claims tab. 
  4. Locate the progress claim that you want to customise in the list. Then click View
  5. Click the Configurable PDF tab.
  6. Click the Add Group box. Then choose Create Group
  7. Click Add Billing Group, and enter a custom group name. For example: Category
  8. Click Add Bill Code, and enter a code for each HCV. For example: HCV 01, HCV 02, and so on…
  9. Close the Custom Group Window and return to the Configurable PDF page.
  10. Click the Add Group box again and select the previously created Custom Group.
  11. In the dropdown menus next to each line item, select the appropriate category. The original SOV items are left unspecified in the example below but they can be aggregated into their own bill code or group if desired.

Once a billing group is selected and/or a billing code is assigned to a line item, Procore will remember these selections and will carry them forward to the next progress claim. There is no need to assign Billing Groups and Bill Codes every time. You will only need to perform this task again for newly added Progress Claim line items (such as PCCOs).

Note: Every Custom Group created adds a column to the Configurable PDF Invoicing view.  Columns cannot be hidden or edited.