Create a Client Contract Variation from a Change Event
Objective
To create a Client Contract Variation (CCV) from a change event.
Background
If the Change Events tool is enabled on your project, your project's variation tier configuration setting (see What are the different variation tier settings in Project Financials?) determines the number of steps leading up to creating a Client Contract Variation:
- If the 1-tier variation setting is enabled, you will simply use the steps below to create a Client Contract Variation from a change event.
- If the 2-tier variation setting is enabled, you will complete the first step in the change management process, Create a Potential Variation for a Client Contract, before creating a Client Contract Variation from a change event.
- If the 3-tier variation setting is enabled, you will complete the first two steps in the change management process, Create a Potential Variation for a Client Contract and Create a Variation Request (VR), before creating a Client Contract Variation from a change event.
Tips
Are you inviting subcontractors to submit tender for goods and services using formal RFQs?
If your project team has opted to use Procore's Request for Quote (RFQ) process (see Create RFQs from a Change Event), you do NOT have to wait until the RFQ process is complete to create your Client Contract Variations. However, after invited subcontractors and vendors respond to RFQs and its status is set to 'Pending Final Approval,' Procore does automatically update the Client Contract Variation's Schedule of Values (SOV) with the appropriate amounts from the RFQ.
To learn more about how the RFQ process affects Client Contract Variations, see What are the different RFQ statuses and how do they affect cost and variation amounts?
Are you using the Revenue ROM function?
If your project team has opted to use the Revenue ROM function, the SOV on your Client Contract Variations is also automatically updated. If you have hidden the Revenue ROM function, any automatic updates depend upon the scope of the change event:
- When change events are 'In Scope' or 'TBD', the SOV on the Client Contract Variation is automatically updated with a $0 value.
- When change events are 'Out of Scope', the SOV on the Client Contract Variation is automatically updated using the data from the RFQ when the RFQ status is set to 'Pending Final Approval.'
- When change events are not in one of the above statuses, the SOV is automatically updated using the Cost ROM.
Things to Consider
- Required User Permissions:
- 'Standard' or 'Admin' level permissions on the project's Change Events tool.
AND - 'Standard' or 'Admin' level permissions on the project's Client Contracts tool.
Notes
For users with 'Standard' level permissions on the project's Client Contracts tool to perform this task, the following must also be true:- The user must be added to the 'Private' drop-down list of the head contract. See Create Client Contracts.
- If the project is configured to use the two (2) or three (3) tier variation setting (see What are the different variation tier settings in Project Financials?), the 'Allow Standard Users to Create PV's' checkbox setting must be enabled. See Configure Settings: Client Contracts.
- 'Standard' or 'Admin' level permissions on the project's Change Events tool.
- Required Configuration Setting:
- To complete the steps below, you must enable the 1-tier configuration setting for Client Contract Variations. See Configure the Number of Client Contract Variation Tiers.
- Additional Information:
- After you create a change event, you can also create an RFQ to send to the affected subcontractor(s). See Create RFQs.'
- If your company has enabled the ERP Integrations tool, keep these items in mind:
- QuickBooks® Desktop:
- Client Contract Variation exports are NOT supported.
- Sage 100 Contractor®:
- Client Contract Variation exports are NOT supported.
- Sage 300 CRE®:
- Title. The Client Contract Variation title must be 30 characters or less.
- Number (#). The Client Contract Variation number be five (5) characters or less.
- Status. The head contract must be in the Approved status.
- Associated Line Item. For each line item that you add to the variation's Schedule of Values (SOV), you may designate one (1) associated line item for each variation line item or the same associated line item for all variation line items. Note: The Associated Line Item list is only visible and available when the ERP Integrations tool has been configured to work with Sage 300 CRE® and the export head contract variations capability has been switched on in Procore by your Integration Implementation Specialist.
- Integration by Procore:
- Client Contract Variation exports are NOT supported.
- Viewpoint® Vista™:
- Client Contract Variation exports are supported.
- QuickBooks® Desktop:
Prerequisites
- The Change Events tool must be enabled on the project. See Add and Remove Tools on a Project.
- Your project's Client Contract must be in the 'Approved' status. See Approve a Client Contract.
Steps
- Navigate to the project's Change Events tool.
- Select one or more change event line items to include in the new variation.
Note
Procore uses the selected line items to populate the variation's schedule of values. - From the Bulk Actions drop-down menu:
- For one (1) tier variations, choose Create Client Contract VAR.
OR - For two (2) or three (3) tier variations, choose Create Client Contract PV.
- For one (1) tier variations, choose Create Client Contract VAR.
- Complete the following:
- Click Create. Procore creates the variation.