To edit an owner progress claim for a head contract.
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.
Procore opens the progress claim. You have different editing options on each card in the progress claim.
To update the progress claim's general information:
To preview the progress claim in its finished layout:
Click here to view an example of the Summary Preview.
The Summary Preview lets you view the finished layout of your upstream progress claim.
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:
The layout of a Summary Preview always matches the example below.
The table below details each field in the General Information area of an owner progress claim.
Field | Description | Project Tool | Source Field(s) |
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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. | Progress Claiming | Progress Claim No. |
Period | Shows the billing period for the progress claim. | Progress Claiming | 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 |
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) |
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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. | Progress Claiming | |
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. | Progress Claiming | |
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. | Progress Claiming | |
- | 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. |
Progress Claiming | |
6 | Total Earned Less Retention (Line 4 less Line 5 Total) | Shows the Work Completed and Materials Stored Amount | Progress Claiming | |
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. | Progress Claiming | 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. | Progress Claiming | Calculated |
9 | Balance to Finish, Including Retention | Shows the amount remaining to be paid on the contract, including the 'Retention' amount. | Progress Claiming | Calculated |
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) |
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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. | Progress Claiming | Calculated |
Net Changes by Variation | Shows the net change to the total amount for this progress claim. | Head Contracts, Client Contracts, Funding, Variations | Calculated |
If your team approves new budget changes or head contract variations after an owner progress claim is created, a notification banner appears at the top of the progress claim's Schedule of Values.
If you want to add any newly approved changes to the most recent owner progress claim, follow these steps:
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:
You can view the Schedule of Values in full screen and close it when you finish your updates.
To open or close the fullscreen view of the Schedule of Values:
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You can configure the SOV's column view before you Export Head Contract Progress Claim.
Choose an option from the drop-down list:
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You can search for the matching line items to edit.
About the Search ScopeThe scope of a search includes:
Search for Line ItemsTo search for matching line items:
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You can create, edit or delete custom grouping options. Once you've created your groups, you can apply them using the drop-down menu to the left of the 'Manage Custom Groups' button.
Add, Edit or Delete Custom Groups
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Assign Line Items to Custom Groups
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Apply Custom GroupsApply the groups to the table using the drop-down menu to the left of the 'Manage Custom Groups' button. You have these options:
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You can change the row height for the Schedule of Values. You can also show or hide the columns that appear.
Set Row Height
Configure Columns
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It's helpful to understand the differences between the two (2) available data entry methods for contracts. See How do I set the accounting method for a contract? Once you know the accounting method in place, click the Edit button to place the Schedule of Values in editing mode. You can only edit the most recent progress claim. If there is a more recent progress claim, an informational message appears at the top of the Schedule of Values.
Edit line items inline by typing in the text boxes that appear in the editable cells.
To edit SOV line items in bulk:
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?
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 the line items on an owner progress claim's Schedule of Values (SOV) when the head contract is using the Amount-Based accounting method:
To update the line items on an owner progress claim's Schedule of Values when the head contract is using the Unit/Quantity Based accounting method:
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.
If the Include backup from direct costs and progress claims in the selected billing period setting is turned ON.
If the Include backup from direct costs and progress claims in the selected billing period setting is turned OFF in the progress claim.