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Create a Head Contract Variation (HCV)

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 Note

Objective

To create a Head Contract Variation (HCV).

Background

Use the steps below when you need to make changes to a head contract.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Head Contracts tool.
  • Additional Information:
  • For companies using the icon-erp-synced2.png ERP Integrations tool: Show/Hide  
    • Integration by Procore: Viewpoint® Spectrum® 
      To successfully export a HCV from Procore to Viewpoint® Spectrum®, the following must be true:
    • Integration by Ryvit: Viewpoint® Vista™
      To successfully export a HCV from Procore to Viewpoint® Vista™, the following must be true:
      • The Date field on a HCV is required.
      • The HCV must be in the 'Approved' status.
      • For each associated line item that you add to the variation's Program of Values (SOV), you may designate a unique associated Head Contract line item or the same associated Head Contract line item for all variation line items.  Note: The Associated Line Item is only visible and available when the ERP Integrations tool has been configured to work with Viewpoint® Vista™ and the export head contract variations capability has been switched on in Procore by your Integration Implementation Specialist.
    • QuickBooks®: 
      • HCV exports are NOT supported.
    • Sage 100 Contractor®
      • HCV exports are NOT supported.
    • Sage 300 CRE®:
      To successfully export a HCV from Procore to Sage 300 CRE®, the following must be true:
      • Title. The HCV title must be 30 characters or less. 
      • Number (#). The HCV 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 Program of Values (SOV), you may designate a unique associated Head Contract line item or the same associated Head Contract 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.

Prerequisites

Steps

  1. Navigate to the project's Head Contracts tool.
  2. Locate the head contract to work with. Then click its Number link. 
  3. Click Create Head Contract VAR.
    create-head-contract-change-order.png
  4. Complete the following fields:
    • Sign with DocuSign©
      If the Procore + DocuSign© integration is enabled, a checkmark appears by default. Clear the checkmark from the box if you do NOT want to collect signatures with DocuSign©. 
    • Variation #
      Accept the default contract number, enter a new number for this contract or create a custom numbering scheme for this contract and future contracts.
       Note
      • If you plan to create multiple variations, Procore automatically assigns new numbers in sequential order. For example; 001, 002, 003 and so on. 
      • To use a custom numbering scheme, enter any set of alphanumeric characters and Procore automatically assigns new numbers in sequential order using your custom scheme. For example, enter HCV-1, HCV-01 or HCV-001. 
    • Date Created
      Shows the date and time the HCV was created. You cannot change this date.
    • Revision
      Displays the HCV's revision number. When a HCV is first created, its revision number is zero (0). A HCV could have multiple revisions because of feedback from a reviewer/approver. 
    • Created By
      Displays the name of the user that created the HCV. You cannot change this name.
    • Title
      Enter a title for the HCV. 
    • Status
      Select the current status of the HCV. To learn more, see What are the default statuses for a Head Contract Variation (HCV) in Procore? 
    • Private
      Mark this checkbox if you want to make the HCV  private and visible only to users with 'Admin' on the Head Contracts tool. 
    • Due Date
      Select a due date for when the HCV must be approved by. 
    • Invoiced Date
      Select the date when the HCV was invoiced.
    • Designated Reviewer
      Select a designated reviewer to approve the HCV . See Review and Approve/Reject Head Contract Variations (HCV).
    • Paid Date
      Select the date that payment was received for the HCV.
    • Reviewer
      This field is automatically completed when the 'Designated Reviewer' approves or rejects the HCV. See Review and Approve/Reject Head Contract Variations (HCV).
    • Description
      Enter a more detailed description of the HCV.
    • Program Impact
      If this HCV is expected to impact the construction project's program, enter the estimated number of additional days this would add to the program. 
    • Revised Substantial Completion Date
      Enter an updated substantial completion date for the project. 
       Note
      If the substantial completion date is enabled on the Head Contracts tool, Procore updates the HCVs 'Revised Substantial Completion Date' field after the HCV is placed into the Approved status. See Configure Settings: Head Contracts. 
    • Executed
      Mark this checkbox after the HCV is fully executed.
    • Variation Requests
      If the Head Contract's tool is configured for 3-tier variations, select any variations related to this HCV from this drop-down list.  See Configure the Number of Head Contract Variation Tiers.
    • Potential Variations
      If the Head Contract's tool is configured for 2-tier variations, select any potential variations related to this HCV from this drop-down list.  See Configure the Number of Head Contract Variation Tiers.
  5. Choose one (1) of these options:
    • To create the HCV, click Create.
      OR
    • To create the HCV and send email notifications, click Create & Email.