Create a Potential Variation for a Funding
Objective
To create a potential variation for a funding and add line items to its Schedule of Values (SOV) when the Change Events tool is NOT enabled in Procore.
Background
When a change to the scope of work or the original funding amount occurs during a construction project, the change management process begins. You can create a potential variation if your company's Procore Administrator configures the Funding tool with the two (2)- or three (3)-tier variation configuration setting. See What are the different variation tier settings in Project Financials?
Things to Consider
- Required User Permissions:
- Admin' level permissions on the project's Variations tool.
Important
Do not use the steps below when:- The Change Events tool is enabled on the projects. Follow these steps instead: Create a Potential Variation from a Change Event.
- The Funding tool is configured with the one (1) tier variation configuration setting. Follow these steps instead: Create a Funding Variation.
- Admin' level permissions on the project's Variations tool.
- Additional Information:
- After a potential variation is approved, the next step depends on the Funding tool's variation configuration setting:
- For the two (2)-tier variation setting, continue with these steps: Create a Potential Variation for a Funding.
- For the three (3)-tier variation setting, continue with these steps: Create a Variation Request for a Funding.
- After a potential variation is approved, the next step depends on the Funding tool's variation configuration setting:
- For companies using the ERP Integrations tool: Show/Hide
- Integration by Procore: Viewpoint® Spectrum®:
- To sync data:
- The Date field on a FV is required.
- The Billing Item Code on a FV must be 10 characters or less.
- To sync data:
- Integration by Ryvit: Viewpoint® Vista™
- FV exports are supported.
- QuickBooks® Desktop:
- FV exports are NOT supported.
- Sage 100 Contractor®:
- FV exports are NOT supported.
- Sage 300 CRE®:
- Title. The FV title must be 30 characters or less.
- Number (#). The FV number be five (5) characters or less.
- Status. The funding 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 funding variations capability has been switched on in Procore by your Integration Implementation Specialist.
- Limitations:
- To create a variation for a funding, the funding must be in the 'Approved' status.
- Integration by Procore: Viewpoint® Spectrum®:
Prerequisites
- Its recommended that you configure the Funding tool with the 2-tier variation configuration setting. The 3-tier setting is also supported. See What are the different variation tier settings in Project Financials?
Steps
Create a Potential Variation
- Navigate to the project's Funding tool.
- Locate the funding to work with. Then click its Number link.
- Click the Variations tab.
- Click Create Potential VAR.
- Complete the following fields:
- Number
Accept the default number, enter a new number or create a custom numbering scheme.Tip
How are numbers assigned? To learn how Procore assigns numbers and to understand your custom numbering options, see How are commitments, contracts and changes numbered in Procore? - Date Created
Shows the creation date and time. This value cannot be changed. - Revision
Shows the revision number. The first version is zero (0), subsequent revisions are assigned in sequential order. A potential variation might have several revisions, depending on its reviewer/approver feedback. - Created By
Shows the Procore user who created the potential variation. This value cannot be changed. - Contract Company
Shows the name of the company responsible for performing the work on the funding. - Funding
If you have been assigned access permissions to the Funding tool, click this link to open the funding. - Title
Enter a title for the potential variation in this box. - Funding Variation
Select a funding variation from the list to link it to the potential variation. - Status
Select the current state of the potential variation. To learn more, see What are the default statuses for variations in Procore? - Change Reason
Select the reason for the potential variation, either Client Request, Design Development, Allowance, Existing Condition, Back Charge or any additional options created for your specific environment by your company's Procore Administrator. See Set the Default Change Management Configurations. - Variation Request
Note
A variation request is only required when the Funding tool is using the 3-Tier variation configuration setting. See What are the different variation tier settings in Project Financials?- None. A potential variation can be linked to a variation request at a later time.
- Add to Existing. Link the potential variation to an existing variation request.
- Create New. Create a new variation request. You also have the option to create a new funding variation at the same time.
- Private
Mark this checkbox if you only want the potential variation to be visible to users with 'Admin' permissions on the Funding tool. - Accounting Method
This field inherits the accounting method that was specified in the funding. See How do I set the accounting method for a contract or funding? - Description
Enter a more detailed description of the reason for the potential variation. - Request Received From
Select the Procore user for whom you are submitting the potential variation. - Program Impact
If known, provide an estimate for the additional number of days required to complete work when the potential variation is approved. - Location
Use this drop-down list to select a location related to the potential variation. You can select an existing location or Add a Multi-tiered Location to an Item. - Reference
Add any other important tools, materials, drawings or documents to use as a reference for the potential variation. - Field Change
Check this box if the potential variation requires a field change. - Paid in Full
Check this box to indicate you have received payment for this change. - Attachments
Select and add any relevant documents.
- Number
- Click Create.
Add a Schedule of Values to a Potential Variation
When there are costs associated with a potential variation, you must add line items to the schedule of values.
- In the potential variation, click the Schedule of Values tab
Notes
- If sub jobs are enabled (see Enable Sub Jobs on Projects for WBS), the Sub Jobs drop-down list contains all sub-jobs added to the project. See Add 'Sub Job' Segment Items to a Procore Project.
- All cost codes related to the sub-jobs will appear in the following field.
- Select the correct Cost Code from the drop-down list.
- Enter a description for the line item.
- Select the appropriate Cost Type. If you're using the Budget tool, the Type will pre-fill to the first type associated with that cost code on the budget. You should only select a "non-budgeted" line item type if you would like to add a new line to the budget.
- Click the + button. If the combination of the sub job, cost code and cost type are non-budgeted, a pop-up will appear asking you to confirm you want to add this line item to the budget. If OK is selected, this line item will be added directly to the budget with a "?" next to the line item. See Add a Partial Budget Line Item.
Notes
- The 'Associated Line Item' drop-down list only appears if your company's Procore account is integrated with Sage 300 CRE® and the Funding tool is active on the project.
- When adding line items to the variation's schedule of values, you must select an associated line item for each new line item. You may designate one (1) associated line item or use the same associated line item for multiple line items.
- Repeat the steps above to add new line items.
- Click Save.
Tip
If the potential variation also affects a commitment contract, continue as follows:
- For contracts using the two (2)- or three (3) tier variation configuration settings, click Create CPV. See Create a Commitment Potential Variation from a Change Event.
- For contracts using the one (1) tier variation configuration setting, click Create CV. See Create a Commitment Variation from a Funding Variation.
To learn how to associate financial markup with line items, see Add Financial Markup to Variations.