Edit Head Contract Progress Claim (Beta)
Objective
To edit an owner progress claim for a head contract.
Background
After creating an owner progress claim, you can open it using the Project level Head Contracts or Invoicing tool to edit as needed. The steps below show you how to edit an owner progress claim using the Head Contracts tool.
Things to Consider
- Required User Permissions:
- 'Admin' level permissions on the project's Head Contracts tool.
Prerequisites
Steps
Open a Progress Claim
- Navigate to the project's Head Contracts tool.
- In the table, locate the contract to edit.
Tip
- Looking for a specific progress claim? To quickly find a match in a long list of progress claims, start typing in the Search box. Procore narrows the list to show only the progress claims that match your keywords.
- Want to organise the progress claims in the Owner list? To organise the progress claim table, use the options in the Add Group and Add Filter menus. To learn more, see Search, Filter and Group Progress Claims.
- Click the contract's Number link to open it.
- Click the Progress Claims tab.
- Locate the progress claim in the Progress Claims (Payment Applications) tab.
- Click the Progress Claim Position or Progress Claim # link to open it.
Procore opens the progress claim. You have different editing options on each card in the progress claim.
Update the General Information
To update the progress claim's general information:
- Scroll to General Information.
- Click Edit.
- Update these fields as needed:
Note
An asterisk (*) below indicates the field is required.
- Status
Choose a status from the drop-down list. The default status of a new progress claim is Draft. See What are the default statuses for Procore progress claims? - Progress Claim No.
Change the progress claim number, if appropriate. - Billing Period.*
Procore automatically populates the drop-down menu with the project's open billing period. If there isn't an open billing period, Procore selects the most recent billing period.Tips
Not seeing a menu option for the current billing period? To learn how to create a billing period, see Create Billing Periods. - Period Start
Procore automatically shows the start date of the selected billing period. - Period End
Procore automatically shows the end date of the selected billing period.
- Status
- Click Save.
View a Summary Preview
To preview the progress claim in its finished layout:
- Scroll to the Summary Preview section.
- Click the arrow to expand it.
Click here to view an example of the Summary Preview.
Summary Preview: Upstream Progress Claim
The Summary Preview lets you view the finished layout of your upstream progress claim.
Example
Below is an example of an owner progress claim created with the Head Contracts tool. You'll notice slight field labelling differences, if you are viewing an upstream progress claim created with one of these Project Tools:
- A HC/Client progress claim is created with the Client Contracts tool.
- A funding progress claim is created with the Funding tool.
The layout of a Summary Preview always matches the example below.
Summary Preview - General Information
The table below details each field in the General Information area of an owner progress claim.
| Field | Description | Project Tool | Source Field(s) |
|---|---|---|---|
| To Owner/Client or HC/Client | Shows the name of the Owner/Client or HC/Client as specified in the contract or funding. | Directory, Head Contracts | Owner/Client or HC/Client |
| Project | Shows the name of the project as specified in the Project Number field in the Project Information area of the Project Details page. | Portfolio | Project Number |
| Application No. | Shows the progress claim number specified on the progress claim. | Invoicing | Progress Claim No. |
| Period | Shows the billing period for the progress claim. | Invoicing | Billing Period |
| Project Nos. | Show the Procore project numbers. | Portfolio | |
| From Contractor | Shows the name of the primary contractor managing the project | Head Contracts | Contractor |
| Via Architect/Engineer | Shows the name of the Architect/Engineer as specified on the contract. | Head Contracts | Architect/Engineer |
| Contract Date | Shows the effective date of the contract. This is the date the contract went into force. | Head Contracts | |
| Contract For | Shows the name of the project as specified in the Project Number field in the Project Information area of the Project Details page. | Head Contracts |
Summary Preview - Contractor's Application for Payment
The table below provides details about each field in the Contractor's Application for Payment area of an owner progress claim.
| Line | Field | Description | Project Tool | Source Field(s) |
|---|---|---|---|---|
| 1 | Original Contract Sum | Show the amount recorded in the 'Original Contract Amount' field in the contract. | Head Contracts | Original Contract Amount |
| 2 | Net Change by Variations | Shows the total amount of any variations in the Approved status that impact this progress claim. | Head Contracts, Variations | |
| 3 | Contract Sum to Date (Line 1 ± 2) | Shows the sum or difference of the Original Contract Sum (line 1) combined with the Net Change by Variations amount (line 2). This shows the positive or negative cost resulting from any approved variations. See the Summary Preview - Variation Summary. | Head Contracts, Variations | |
| 4 | Total Completed and Stored to Date (Column G on Detail Sheet) | Procore adds the Work Completed and Materials Presently Stored values to show the cumulative sum of the cost for each line item on the progress claim. | Invoicing | |
| 5 | Retention | Shows the percentage of the payment is being withheld until the job is complete. This value is specified in the contract. Typically, the value is between 5% and 10% for each progress payment. Because some regions require variable retention, the 'Retention' amount may only be reduced once a certain percentage of the contract is complete. |
Head Contracts | |
| 5a | % of Completed Work | Shows the percentage of work completed from previous payment applications plus the work completed for this billing period. | Invoicing | |
| 5b | % of Stored Materials | Shows the percentage of materials being stored on-site. This reflects the value of the materials that were purchased for, but not used on, the project up to the end of the progress claim's billing period. | Invoicing | |
| - | Total Retention (Line 5a + 5b or Total in Column I on Detail Sheet) | Shows the variable retention rate. A variable retention rate can represent one of two rates: (1) The amount of retention that is reduced after a certain percentage of work is complete or (2) the amount of retention that retention applies only to labour and NOT to materials. Note: If you are withholding a fixed percentage throughout the entire project, you will not use this field. |
Invoicing | |
| 6 | Total Earned Less Retention (Line 4 less Line 5 Total) | Shows the Work Completed and Materials Stored Amount | Invoicing | |
| 7 | Less Previous Certifications for Payment (Line 6 from Prior Certificate) | Shows all previous payments for the contract. On the first progress claim, this number is zero (0). On subsequent progress claims, the amount matches line 6 on the previous progress claim. | Invoicing | Total Earned Less Retention (from previous progress claim) |
| 8 | Current Payment Due | Shows the current payment due for the progress claim's billing period. This calculation takes the 'Total Completed and Stored to Date' value in the progress claim minus 'Retention' and any completed payments from past progress claims. | Invoicing | Calculated |
| 9 | Balance to Finish, Including Retention | Shows the amount remaining to be paid on the contract, including the 'Retention' amount. | Invoicing | Calculated |
Summary Preview - Variation Summary
The table below provides details about each field in the Variation Summary area of an owner progress claim.
| Field | Description | Project Tool | Source Field(s) |
|---|---|---|---|
| Total Changes Approved in Previous Months by Owner/Client | Shows the total amount of any variations that were Approved during previous billing periods. | Head Contracts, Client Contracts, Funding, Variations, Invoicing, Progress Billings | Calculated |
| Total Approved this Month | Shows the total amount of any variations that were Approved during the current billing period. | Head Contracts, Client Contracts, Funding, Variations, Invoicing, Progress Billings | Calculated |
| Totals | Shows the total amount of all Approved variations. | Invoicing | Calculated |
| Net Changes by Variation | Shows the net change to the total amount for this progress claim. | Head Contracts, Client Contracts, Funding, Variations | Calculated |
Update the Schedule of Values
Before updating the line items, it's helpful to understand the available editing methods. It's also important to know that the accounting method set on the head contract impacts which columns are available for data entry on the Schedule of Values.
To update a schedule of values:
Choose Your Editing Method
Before editing line items on a Schedule of Values, it's helpful to know the two (2) data entry methods. You can use both methods in any editing session. Choose the method that works best for you.
- To edit line items in bulk Show/Hide
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Select multiple line items by placing marks in the checkboxes on the far left side of the table.
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To select all line items, mark the box in the Item Number column (see 1).
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To select all the line items in a group, mark the box in a line item group (see 2).
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To select individual line items, mark the desired boxes next to individual line items (see 3).
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When finished, click the Edit Values button (see 4). This opens the Edit Values panel on the right (see 5). In the entry field, you can enter new values to update the selected line items in bulk. After you enter values, always click Apply (see 6).
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- To edit individual line items inline Show/Hide
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Edit line items inline by typing in the text boxes that appear in the editable cells.
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Update the Line Items Using the Contract's Accounting Method
The data entry requirements for line items on a Schedule of Values are determined by the accounting method set on the progress claim's head contract. In Procore, a head contract can be configured to use one (1) of two (2) accounting methods: Amount-Based or Unit/Quantity Based. The accounting method set on the head contract impacts which columns are available for data entry on the Schedule of Values. Once line items are created on a contract, all progress claims for that contract use the same accounting method. To learn more, see How do I set the accounting method for a contract or funding?
Tips
How do you know which accounting method is being used? An Amount-Based contract includes columns for entering dollar and percentage amounts. A Unit/Quantity Based contract includes columns for entering a quantity and percentage amounts. Simply compare the columns in your progress claim's Schedule of Values to the ones in the examples below.
- To update line items with the Amount-Based accounting method Show/Hide
- To update line items with the Unit/Quantity Based accounting method Show/Hide
Upload Attachments
When creating a progress claim, users have the option to place a mark in the Include backup from direct costs and progress claims in the selected billing period box. The experience you see will depend on whether the setting is turned ON or OFF.
- Include Backup from Direct Costs and Progress Claims in the Selected Billing Period
- Upload Attachments
include backup from direct costs and progress claims in the Selected Billing Period
If the Include backup from direct costs and progress claims in the selected billing period setting is turned ON.
- Scroll to Attachments.
- Click Edit.
Scroll to the Attachments card.Note
When the Include backup from direct costs and progress claims in the selected billing period setting is turned ON, the Attachments card contains these sections: Uploaded Attachments, Attachments from Subcontractor Progress Claims, and Attachments from Direct Costs.
- In the Uploaded Attachments section, click the Upload Attachments button.
- Upload the desired attachments.
Upload Attachments
If the Include backup from direct costs and progress claims in the selected billing period setting is turned OFF in the progress claim.
- Scroll to Attachments.
- Click Upload Attachments.
- Upload the desired attachments.