Update the Schedule of Values on a Prime Contract

To describe the different ways you can update the line items on a contract's Schedule of Values (SOV).

After creating a contract, you can choose from three (3) methods to update line items to your contract's SOV:

• Add Line Items to the SOV
  If your contract's SOV only has a few line items or if you want to manually add new line items to the SOV, use the 'Add Line' button to manually enter each SOV line item.

• Create the SOV from the Project's Budget
  If your want to structure your contract's SOV to match your budget line items, Procore gives you an option to import your SOV line items directly from the Procore's Budget tool. This method automatically creates the contract's SOV for you using your project's budget line items as its data source.

• Import the SOV from a CSV File
  If you would prefer to build your contract's SOV using a spreadsheet program, such as Microsoft Excel, you can download a blank template that matches your contract's table structure, add your SOV line items to the spreadsheet, save the file to the Comma Separated Values (CSV) file format, and then import your line items. You can also use the import process to replace all existing line items on your contract's SOV or you can keep any existing line items and add additional ones.

• Required User Permissions:

  • 'Admin' level permissions on the project's Prime Contracts tool.

     Note

    To limit Procore users from viewing your contract data, configure the granular permissions feature when applying permission templates. See Manage Project Permissions Templates and Grant Granular Permissions in a Permission Template.

• Additional Information:

  • To complete the steps below, the contract will need to be in the 'Draft' status. However, if the 'Enable Always Editable Schedule of Values' setting is turned ON in this tool, users with the required user permission to Edit Prime Contracts can edit the Schedule of Values when a contract is in any status. To learn more, What is the 'Enable Always Editable Schedule of Values' setting?

     Note

    If you have incoming line items from the project's Budget tool (see Create the SOV from the Project's Budget below) and the amounts in those line item(s) are lower than the amount(s) billed on those line item(s) in a GC/Client invoice, funding invoice, or owner invoice, an error message notifies you that the line items cannot be imported from the project's budget.

• Limitations:

  • If you have created multiple prime contracts, please be aware that you can import budget line items to a Prime Contract's Schedule of Values (SOV). However, you do NOT have the ability to choose which budget line items that you want to import. To learn more, see Are there any system limitations when creating multiple prime contracts?

• Create a contract in the 'Draft' status. See Create Prime Contracts.

• Set the accounting method on the contract. See How do I set the accounting method for a contract or funding? and Edit the Advanced Settings on a Prime Contract.

• If you will be creating a contract SOV from the project's budget as described below, ensure your contract's SOV is blank. You can only use those steps below when a contract's SOV has zero (0) line items. You must also:

  • Create your project's budget. See Set up a Budget.

  • Lock your project's budget. See Lock a Budget.

There are several ways to add and update line items on a contract's SOV:

• Set the Accounting Method on a New Prime Contract

• Add Line Items to the SOV

• Create the SOV from the Project's Budget

• Import the SOV from a CSV File

Set the Accounting Method on a New Prime Contract

By default, new prime contracts are set to use the 'Amount-Based' accounting method. Users can change this to 'Unit/Quantity-Based' by clicking the Change to Unit/Quantity button. In Procore, the accounting method for a contract or funding determines how line items are handled on invoices. Amount-based accounting using lump sums for line items, while Unit/Quantity-based accounting uses quantities and unit prices to calculate totals. Once a contract's accounting method is set and line items are created, it cannot be changed

Add Line Items to the SOV

1. Navigate to the project's Prime Contracts tool.

2. Locate the contract to update and click its Number link.

3. Click the Schedule of Values tab.

4. Click Add Line.

5. Complete the data entry as follows:

   1. Budget Code
      Select a budget code or click Create Budget Code. See What is a budget code in Procore's WBS?

   2. Description
      Enter a description for the line item. For example, type: Monthly Service Fee

   3. Qty
      Enter the number of units.

   4. UOM
      Select a Unit of Measure (UOM) from the drop-down list. To learn about the default selections in this list, see Which units of measure are included in Procore's master list? and Add a Unit of Measure to the Unit of Measure Master List.

   5. Unit Cost
      Enter the cost per unit in this box. You'll notice that the value in this column contains four (4) decimal points (for example, $0.0000) to allow you to enter the specific value required to calculate accurate pricing.

      Example

      If you are buying 50,000 units for $1,006,625.00, you would enter a unit price of $20.1325.

   6. Amount
      The system automatically calculates the subtotal for you, based on the Qty, UOM, and Unit Cost entries.

6. Repeat the above steps for all line items.

    Tip

   Want to arrange the line items on your schedule of values into groups? Click the Add Group menu and select the desired grouping options. The default options include Cost Code, Cost Type, Sub Job (if enabled), as well as any custom segments that have been added for your company or project. See What are Segments and Segment Items.

7. Choose one of these options:

   • Click Save
     OR

   • Click Save & Email.

Create the SOV from the Project's Budget

1. Navigate to the project's Prime Contracts tool.

2. Locate the contract to update. Then click its Number link.

3. Click the Schedule of Values tab.

4. ​Below the 'Schedule of Values' table, click Import. Then choose SOV from Budget from the drop-down menu.
   
   
   

5. In the 'Import Schedule of Values from Budget?' window, click Import.

   • If the SOV is blank, the following message appears.
     
     

   • If the SOV has existing line items, all existing line items will be replaced with the line items in the budget.
     
     
     Procore replaces any existing line items on the Schedule of Values with the line items current in the project's budget. This can take several minutes. Once the import is complete, a GREEN banner appears to indicate the action was successful and the line items appear in the 'Schedule of Values' table.

Import the SOV from a CSV File

• Download a CSV Template

• Add Line Items to a CSV Template

• Import the Completed CSV Template to Procore

Download a CSV Template

1. Navigate to the Prime Contracts tool.

2. In the table, click a Number link to open the contract.

3. Under the General tab, click Schedule of Values.

4. In the Schedule of Values card, click Edit.
   This places the SOV into edit mode

5. Below the table, click Import and choose SOV from CSV .
   This opens the Import Schedule of Values from CSV window.
   
   
   

6. Expand Customize CSV Delimiter.

7. Choose a delimiter for the template file: Comma or Semicolon.
   The system's default option is Comma.

8. Click Download CSV Template and choose: Blank Template or Template with Existing Line Items.
   The downloads the selected template to your web browser's configured location.

Add Line Items to a CSV Template

1. Open the downloaded template in a spreadsheet editor.

2. Enter the line item data using the appropriate accounting method for the prime contract. See How do I set the accounting method for a contract or funding?

• How to enter data for amount-based accounting: Show/Hide

  • To import a prime contract using the amount-based accounting method, enter data as follows:
    
    

  • Sub Job. Enter a sub-job code for the line item. This only appears when sub-jobs are enabled. See Enable Sub Jobs for WBS and Which integrated ERP systems support the sub job concept?

  • Cost Code. Enter a cost code for the line item. To learn more, see What are Procore's default cost codes?

  • Cost Type. Enter a cost type for the line item. See What are Procore's default cost types?

     Important Information about Cost Types

    • If you leave this cell blank, Procore classifies it as Other.

    • This list might be customized for your company. See Add Company Cost Types or ask your Company Admin for a list of valid cost types.

    • Data entry is required if your integrated ERP system syncs data with Procore. See Which integrated ERP systems support the 'Cost Type' concept?

  • Description. Enter a statement to describe the line item.

  • Tax Code. Enter the tax code for the line item.

     Important Information About Tax Codes

    • This list might be customized for your company. See Configure Tax Code Settings or ask your Company Admin for a list of valid tax codes.

  • Amount. Enter a numeric amount without commas or the dollar sign (e.g., 15000); enter '0.00' if there is no dollar amount, as blank cells are not accepted.

• How to enter data for unit/quantity-based accounting: Show/Hide

  • To import a prime contract using the amount-based accounting method, enter data as follows:
    
    

  • Sub Job. Enter a sub-job code for the line item. This only appears when sub-jobs are enabled. See Enable Sub Jobs for WBS and Which integrated ERP systems support the sub job concept?

  • Cost Code. Enter a cost code for the line item. To learn more, see What are Procore's default cost codes?

  • Cost Type. Enter a cost type for the line item. See What are Procore's default cost types?

     Important Information about Cost Types

    • If you leave this cell blank, Procore classifies it as Other.

    • This list might be customized for your company. See Add Company Cost Types.

    • Data entry is required if your integrated ERP system syncs data with Procore. See Which integrated ERP systems support the 'Cost Type' concept?

  • Description. Enter a statement to describe the line item.

  • Quantity. Enter a numeric value representing the quantity of the unit.

  • UOM. Enter a UOM abbreviation. See Which units of measure are included on Procore's master list?

  • Unit Price. Enter the unit price for the line item.

  • Subtotal. Enter the subtotal for the line item.

  • Override. You have these options, choose one (1) option:

    • To override the automatic subtotal calculation, enter a value here and leave the Quantity, Unit Description, and Unit Price fields blank.
      OR

    • To use Procore's automatic calculation, enter values in the Quantity, Unit Description, and Unit Price fields, leaving the Override field blank.

       Important information about automatic calculation

      • If your integrated ERP system syncs data with Procore, data entry in the Quantity, Unit Description, and Unit Price fields is required. See Which integrated ERP systems support the 'Cost Type' concept?

  • Tax Code. Enter the tax code for the line item. See Configure Tax Code Settings.

Import the Completed CSV Template to Procore

1. Navigate to the Prime Contracts tool.

2. In the table, click a Number link to open the contract.

3. Under the General tab, click Schedule of Values.

4. In the Schedule of Values card, click Edit.
   This places the SOV into edit mode.

5. Below the table, click Import and choose SOV from CSV .
   This opens the Import Schedule of Values from CSV window.
   
   

6. Upload the file as follows:

   • Click Upload File and select the completed template to upload.
     OR

   • Drag-and-drop the completed template to the CSV File area.

7. Depending on the state of your prime contract, choose the appropriate option:

   • To add more line items to the prime contract, select Add Additional Line Items, then click Import.

   • To replace all existing line items on the prime contract with the template, select Replace Existing Line Items, then click Import.

Procore imports the template and displays a success banner. If you see an error message, click Show Error to learn why the import failed.