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Create a Progress Claim on Behalf of a Progress Claim Contact (Legacy)

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 Legacy Content

This page details the legacy subcontractor progress claim experience. A modernised experience is also available. 

Objective

To create a subcontractor progress claim on behalf of an progress claim contact.

Background

In Procore, end users can create two types of commitment contracts: (1) a purchase order, which is a legal request to order a good or service from a buyer and (2) a subcontract, which defines the legally agreed-upon pricing and conditions of the purchase. Related to purchasing, is the progress claim, which is a legal statement issued by a seller to a buyer. The progress claim lists the types and quantities of the goods (e.g., equipment, materials and so on) and/or services (e.g., inspections, installations and so on) that were provided. It often accompanies a bill, which specifies the total monetary amount due in exchange for the goods supplied/services rendered. In many organisations, a purchase order is commonly initiated for smaller monetary amounts and a subcontract is initiated when the value of the goods/services is higher.

In a Procore project, progress claims for both purchase orders and subcontracts can be created in the Project level Commitments tool.  They are also formatted in a typical progress claiming format with a cover page and a detail line item page.  

Things to Consider

  • Required User Permissions:
  • Additional Information:
    • Subcontractor progress claims can be created for purchase orders or subcontracts. 
    • Subcontractors can either (1) ask someone with sufficient access permission to create the progress claim on their behalf or, (2) follow the steps in Submit a Progress Claim as a Progress Claim Contact.
    • You can only edit the billed amounts on the most recent progress claim.
    • If the contractor will create a payment program once the progress claim is approved, enter the amounts for the work you are claiming this period in the 'Proposed Amount' column of the progress claim detail. In order for this column to appear, the payment program feature must be enabled in the project's Commitment tool. See Configure Settings: Commitments.

Training Video

Steps

  1. Navigate to the project's Commitments tool.
  2. Under the Contracts tab, locate the purchase order or subcontract. Then click Edit.
  3. Click Create Progress Claim. 
     Notes
    • The values in the Period Start, Period End, and Billing Date from the billing period that you created are entered for you automatically.
    • Users with 'Admin' permissions on the Commitments tool can select from the billing periods that have been created. You can only select billing periods that are not yet tied to an progress claim. 
  4. Enter the downstream collaborator's progress claim number in the Progress Claim Number box.
     Note

    Important things to note about the Progress Claim # field:

    • An Progress Claim # is NOT required to save a progress claim. You can leave this field blank.
    • An Progress Claim # is a free-form entry field that lets progress claim contacts enter a reference number that corresponds with their own progress claim numbering system.
    • A duplicate Progress Claim # on a commitment is NOT permitted. On one commitment, every progress claim must have a unique Progress Claim #. 
    • An Progress Claim # does NOT automatically populate on head contract progress claim. See How does Procore automatically complete amounts on an upstream progress claim?
  5. Select one of the following statuses:
    Note: You must be a user with 'Admin' permissions on the Commitments tool to change the status.
    • Draft. Indicates the progress claim needs to be approved. Costs are not reflected in the project's budget.
    • Under Review. Indicates the progress claim is currently being reviewed by an approver. Costs are NOT reflected in the project's budget.
    • Revise & Resubmit. Indicates the progress claims need to be reviewed and resubmitted. Costs are NOT reflected in the project's budget. 
    • Pending Owner Approval. Indicates the progress claim is waiting to be approved by the owner. Costs are NOT reflected in the project's budget.
    • Approved as Noted. Indicates the progress claim is approved with any notations included in the response. Costs are NOT reflected in the project's budget.
    • Approved. Indicates the progress claim is approved. Costs are reflected in the Job to Date Costs column on the project's budget.
       Notes
      • When the commitment company creates the Progress Claim (or when you create on their behalf), you can change the status to 'Under Review' when it is ready for review. The reviewer can then mark it as 'Approved' or as 'Revise and Resubmit' accordingly.
      • Progress Claim contacts can only edit progress claims when the progress claim status is set to 'Draft' or 'Revise & Resubmit' during the open billing period. Only users with 'Admin' level permissions on the project's Commitments tool can edit a progress claim in other statuses.  
  6. Attach any required backup documentation. For example, lien waivers or releases. 
  7. Click Save.
  8. Depending on the commitment's accounting method (see How do I set the accounting method for a contract or funding?), do one of the following:

Add Progress Claim Detail for a Unit/Quantity Based Commitment

  1. In the progress claim, click the Detail tab.
  2. Complete the following fields for each line item that will be paid for by the progress claim:
    • This Period (Qty). Enter a quantity for each line item. Procore calculates the total dollar amount automatically. 
    • Retained This Period (%) (Admin only). Enter the retention as a percentage amount for the current billing period. 
      Note: You can alternatively set the retention for all of the line items on the progress claim by entering values in the Set Retention on All Line Items boxes and clicking Set. 
    • Released This Period ($). Enter the retention as a dollar amount for the current billing period.
  3. Optional: To add an approved commitment variation to the progress claim, click Add to Progress Claim.
    Notes:
    • The entry and editing of the variations will always occur at the line item level of detail.
    • You can select a different level of detail for how variations will be displayed on the detail page of the Progress Claim when being viewed or exported from Procore.  See Edit the Advanced Settings on a Commitment.
  4. To save your changes, click Save. 

Add Progress Claim Detail for an Amount Based Commitment

  1. In the progress claim, click the Detail tab.
  2. Complete the following fields for each line item that will be paid for by the progress claim: 
    • Work Completed (This Period). Enter the dollar amount of work completed in the progress claim's pay period. If you prefer to enter a percentage value of work completed instead, click the calculator icon and enter the percentage and click Save. Procore will automatically translate the percentage of work into the equivalent dollar amount. 
    • Materials Presently Stored. Enter the dollar amount of materials presently stored on the worksite or nearby storage facility that were not included in the costs for "Work Completed" (D and E ) columns. Please note that the values entered here will remain in this column on future progress claims until it is manually moved to Work Completed. See How do I bill for stored materials in Procore? (Legacy) for more information.
  3. Set retention as needed:
     Tip
    Do you want to set retention on all line items? If so, enter a value in the right sidebar and click Set.
    • Work Retention (%) Retained This Period ('Admin' level permissions). Enter a percentage for work retained for this pay period.
    • Material Retention (%) Retained This Period ('Admin' level permissions). Enter the percentage for materials retained this period.
  4. Release retention as needed:
    • Work Retention ($) Released this Period. Enter the amount of work retention to be released this period. 
    • Materials Retention ($) Released This Period. Enter the amount of materials retention to be released this period.
  5. Optional: If the payment program feature is enabled (see Configure Settings: Commitments) and the contractor will be creating a payment program after the progress claim is 'Approved':
    • Proposed Amount. Enter the amount being claimed for the work this period.
  6. Optional: Add any 'Approved' commitment variations to the progress claim:
    • Add to Progress Claim. Next to the variation(s) in the 'Approved Commitment Variations' section, click this button. 
      Note: The entry and editing of the variations will always occur at the line item level of detail.  You can select a different level of detail for how variations will be displayed on the detail page of the Progress Claim when being viewed or exported from Procore.  See Edit the Advanced Settings on a Commitment.
  7. Click Save.