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Procore

Configure Advanced Settings: Commitments

 In Beta
This tutorial includes detail about the 'Enable Site Initiated Variations' setting, which is only available to Procore users who are participating in a Beta Program. To learn more about this beta program, see (Beta) Commitments: Allow Collaborators to Submit Site-initiated Variations

Objective

To configure settings for your project's Commitments tool.

Background

Users who have been granted 'Admin' permission can customise the Commitment tool's advanced settings at the beginning of the project. These settings define how the Commitments tool works for your end-users. For example, you can select which users are on the tool's default distribution list, whether or not a purchase order or subcontract is set to 'Private' by default and more. Unless noted otherwise, settings can be adjusted at any time over the course of a project. 

 Important

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Commitments tool.
  • Additional Information:

Prerequisites

Steps

  1. Navigate to the project's Commitments tool.
  2. Click the Configure Settings icons-settings-gear.png icon.

Contract Configuration

commitments-enable-field-initiated-change-orders.png

This table details the settings in the Contract Configuration area. Always click Update at the bottom of the page to save your changes.

Setting Type  Description
Contracts Private by Default Checkbox Mark this box to make new subcontracts private by default. Only 'Admin' users on the Commitments tool and users on the 'Private' list can see a 'Private' commitment. Remove the mark to allow users with 'Read Only' permission or above to view commitments. See Create a Commitment.
Enable Purchase Orders Checkbox Mark this box to enable purchase order creation in the project's Commitments tool. This is the default setting. Users must have the required user permissions to create purchase orders. Remove the mark to disable this setting. See Create Purchase Orders.
Enable Contracts Checkbox Mark this box to provide users with the ability to create subcontracts. This is the default setting. Users must have the required user permissions to create subcontracts. Remove the mark to prevent users from creating subcontracts. See Create Subcontracts.
RFQs Will be Due After Numeric The default value in Procore is seven (7) working days. Change this value to determine the RFQ due date for your project. Users can adjust the value on each commitment. See Respond to an RFQ as an RFQ Recipient.

Note: A Procore Administrator can also set which days Procore considers working days. See Set Project Working Days.
Number of Commitment Variation Tiers Drop-down list Choose this setting before creating commitments. Once a user creates a commitment variation, this setting cannot be modified. See What are the different variation tier settings in Project Financials?
  • One (1) tier is the default setting. 
  • Two (2) tier requires your team to create a potential variation followed by a commitment variation. If you choose this option, the Enable Always Editable Schedule of Values check box appears. 
  • Three (3) tier requires your team to create a potential variation, followed by a variation request and then a commitment variation. 
Allow Standard Level users to Create CVs Checkbox This setting is only available when the one (1) tier variation tier setting is enabled. Mark this box to allow users with 'Standard' level permissions to create commitment variations. See Create a Commitment Variation.

Note: When ON, this setting also allows users with 'Standard' level permissions to approve their own workflows.
Allow Standard Level Users to Create PVs Checkbox This setting is only available when the two (2) tier or three (3) tier variation tier setting is enabled. Mark this box to allow users with 'Standard' permissions to create potential variations. Remove this mark to restrict creation of potential variations to users with 'Admin' level permissions. See Create a Commitment Potential Variation.
Enable Always Editable Schedule of Values Checkbox Mark this box to allow users to add, update, import and remove line items from a schedule of values in any commitment status. Remove the mark to limit edits. See Create a Subcontractor Progress Claim.

Note: This setting is NOT supported when your project is configured to use the ERP Integrations tool or when the Subcontractor Schedule of Values tab is enabled. See Enable or Disable the Subcontractor SOV Tab on the Commitments Tool.

Beta Enable Site Initiated Variations

Checkbox In the Site-initiated Variations beta program, this default ON setting allows collaborators to submit variations from the field. It works with the two (2) or three (3) tier setting in the Commitments tool. If activated, 'Allow Standard Level Users to Create PVs' must also be marked. See Allow Collaborators to Submit Site-initiated Variations.

Contract Dates

The Contract Date settings are in the Procore web application on the icon-external-link.png Contract Fieldsets page in the Company Admin tool. To learn more, see Which fields in the Commitments tool can be configured as required, optional or hidden?

Default Distributions

Update the Default Distributions as follows:

commitment-default-distributions.png

This table details the settings in the Default Distributions area. Always click Update at the bottom of the page to save your changes.

Setting Type Description
Include Primary Contact in Default Distribution Checkbox Mark this checkbox to automatically include the person listed as the company's Primary Contact in the Directory tool in the default distribution list.

Note: To be included on the distribution list, the vendor record must have a designated primary contact in the Company Directory. See Add a Person to the Company Directory.
Commitment Distribution Drop-down list Select any user names from the Project Directory. Procore automatically adds the people to the distribution list for the purchase order or subcontract.
Commitment Variation Distribution Drop-down list Select any Procore user(s) that should always be added to a commitment variation's distribution list by default when a variation is sent by email.
Request for Quote Distribution Drop-down list Select users to be notified when RFQ responses are submitted.

Note: You have the ability to also modify the Request for Quote distribution within the RFQ.
Progress Claim Distribution Drop-down list When a progress claim or the subcontractor SOV is submitted for a commitment, the user(s)  and contact(s) listed in the Progress Claim Distribution list will receive an email when the status of either the Progress Claim or the subcontractor SOV is set to Under Review.

Default Contract Settings

Update the Default Contract Settings as follows:

commitments-default-contract-settings.png

This table details the settings in the Default Contract Settings area. Always click Update at the bottom of the page to save your changes.

Setting Type Description
Default Accounting Method for Purchase Orders Drop-down list Select between the Unit/Quantity Based or Amount Based accounting method. The default setting for purchase orders is Unit/Quantity Based.
Default Accounting Method for Contracts Orders Drop-down list Select between the Unit/Quantity Based or Amount Based accounting method. The default setting for purchase orders is Unit/Quantity Based.
Default Retention Percent Numeric Enter a percentage amount (for example, 10%) to set the default retention percentage on the contract's first progress claim. If you do NOT change this setting using the steps in Set or Release Retention on a Subcontractor Progress Claim, this setting will remain in effect on subsequent progress claims. 
  • The percentage amount that you enter in the 'Default Retention Percent' field calculates the retention amounts on the contract's first progress claim.
  • After creating your contract's first progress claim, it is important to note that changing the 'Default Retention Percent' value does NOT automatically change the retention percentage on the contract's subsequent progress claims.
  • To change the retention percentage on subsequent progress claims, you must change the setting in the progress claim. For instructions, see in Set or Release Retention on a Subcontractor Progress Claim
  • It is important to note that a new progress claim always inherits the retention percentage from the previous progress claim. For example, if you set the retention on Progress Claim #1 to 10%, Progress Claim #2 will automatically use the 10% setting. If you decide to change the retention set on Progress Claim #2 from 10% to 5%, Progress Claim #3 will automatically use 5%.
  • flag-australia.png If your company has enabled the sliding scale retention feature, the 'Default Retention Percent' setting is always overridden by your contract's sliding scale retention settings. See Enable Sliding Scale Retention Rules on a Commitment's Progress Claims
Enable Comments by Default Checkbox Mark this checkbox to enable a Comments tab where users can add comments and attach files. This checkbox is cleared by default. 
Enable Markup By Default Checkbox If enabled, you will see the Financial Markup tab, so you can set up and apply markup for each commitment. Variations will automatically be associated with the correct cost code so changes are accurately reflected in the Budget tool.
Enable Payments By Default Checkbox To prevent users from being able to create payments, leave this box unchecked. It's checked by default.
Enable Progress Claims by Default Checkbox If enabled, you will see the Progress Claims subtab so that progress claims can be created. To prevent users from being able to create progress claims, leave this box unchecked. It's checked by default.
Show Cost Codes on Progress Claim PDF by Default Checkbox Mark this checkbox to show cost codes on progress claim PDFs by default. 
Enable Completed Work Retention By Default Checkbox Mark this checkbox to enable completed work retention by default.
Enable Stored Material Retention By Default Checkbox Mark this checkbox to enable stored material retention by default. To learn more, see About Stored Materials on Subcontractor & Head Contract Progress Claim.
Enable Subcontractor SOV by Default Checkbox Mark this checkbox to enable the 'Subcontractor SOV' tab on the project's commitments. See Create a Subcontractor Schedule of Values.
 

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See Also