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Create a Head Contract Variation

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Objective

To create a head contract variation in the Project level Head Contracts tool. 

Background

Use the steps below when you need to create a head contract variation.

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 Schedule 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® Desktop: 
      • 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 Schedule 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-prime-contract-change-order.png
  4. Complete the following fields:

    • #
      Accept the default number, enter a new number or create a custom numbering scheme for this variation and future ones. 

       Notes
      • Procore automatically assigns the item a new number in sequential order. For example; 001, 002, 003 and so on.
      • To use a custom numbering scheme, enter any set of alphanumeric characters. Procore automatically assigns new numbers in sequential order using your custom scheme. 

    • Date Created
      Shows the date and time the variation was created in Procore. You cannot change this date.

    • Revision
      If you revise a variation later, you can enter the revision number here.

    • Created By
      Procore automatically populates this field with the name of the user who created the variation. 

    • Title
      Enter a descriptive name here. 

    • Status
      Select the current status of the variation. Procore automatically places the variation in the 'Draft' status. To learn more, see What are the default statuses for variations in Procore?

       

    • Private
      Mark this checkbox if you want the item to be private. This means it is only visible to users with 'Admin' level permissions on the contract (or funding). 

    • Due Date
      Select a due date to indicate the date by which the 'Designated Reviewer' must approve or reject the variation. 

    • Progress Claimd Date
      Select the date when the variation was progress claimd. 

    • Designated Reviewer

      Select the Procore user at your organisation who is responsible for approving or rejecting the variation. To appear as a selection in this list, the designated reviewer's Procore user account must be added to the Project Directory and have 'Standard' level permissions or higher to the contract or funding tool. See Add a User Account to the Project Directory. 

       Tip

      Are you the 'Designated Reviewer' on a variation? To learn how to submit an approve or reject response, see Approve or Reject a Variation.

    • Paid Date
      Select the date that payment was received for the variation.

    • Description
      Enter a more detailed description of the variation. 

    • Program Impact
      If this variation 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
      If the variation modifies the substantial completion date for the contract, select that date from the calendar control. 

       Note
      If the substantial completion date is enabled on the 'Configure Settings' page of the tool, Procore updates the variation's 'Revised Substantial Completion Date' field after the variation is placed into the Approved status. 

    • Executed
      Mark this checkbox after the variation is fully executed.

    • Depending on the variation tier settings of the Head Contract's tool, one (1) of these list boxes will appear:
  5. Choose one (1) of these options:
    • To create the variation, click Create.
      OR
    • To create the variation and send email notifications, click Create & Email. 
      OR
    • If you are using the Procore + DocuSign® integration to collect signatures, click Complete with DocuSign. To learn more, see DocuSign®.