How are financial line items and budget codes updated across change objects?
Answer
Maintain Budget Codes Across Line Items in Sync
When creating change orders from change events, the budget code(s) in the change order's A Schedule of Values (SOV) is a list of line items that details all of the agreed-upon costs (for example, labor, materials, and so on) on a project. Abbreviated as SOV, it itemizes the contract amount into individual pay items to show how the entire contract sum is allocated to all of the project's work. An SOV is also based on the project's approved budget and commonly used to determine progress payments to the contractor(s).
Impacted change objects include:
Prime Potential Change Order SOV
Prime Contract Change Order SOV (if using One (1) Tier Change Orders. See What are the different change order tier settings in Project Financials?)
Change Events
Change Event Line Items View (See View the Change Event Line Items View.)
Commitment Change Order & Commitment Potential Change Order SOV
Commitment SOV
Caution
When the 'Maintain Budget Codes across all Line Items in sync' setting is enabled at a company level, all current and new projects will have this setting turned on. If you do not want this setting enabled, it can be turned off for a project within Change Events settings.
Procore does NOT apply settings changes to existing objects retroactively.
When Setting is Turned Off
When change event line items are linked to both commitment change orders and/or potential change orders, those change event line item's budget codes, vendor, and contract become locked and cannot be edited.
When Budget Codes are updated and line items are added from the commitment change order/potential change order SOV, those changes do NOT update the information in the change event. In the case the Change Event is linked to a Commitment Change Order, vendor and contract fields are also locked along with the line item.
When Setting is Turned On (default when enabled)
When change event line items are linked to editable change order SOV, those change event line item budget codes, vendor, and contract will become editable. However, when linked to a Commitment Change Order or Commitment, Vendor and Contract will remain locked until disassociated with current commitment.
If all linked Change Objects are ‘editable’, when Budget Codes are updated and/or line items are added from the change order SOV, those changes will update the line item in the connected change object.
If Change Events are linked to approved or ‘uneditable’ change objects, the budget codes for both the Change Event line item and approved Change Order will remain locked. If then connected to another ‘editable’ Change Object (ex. CCO), when the user updates linked line items’ budget code, they will be informed that, “some line items are locked (on the change event and PCO) and could not be updated”
Tip
A line item in a Change Event is editable when:
The Change Event is linked to draft or unapproved change orders.
The corresponding contract or change order is in an unapproved status. See: What are the default statuses for change orders in Procore? What are the default commitment statuses in Procore?
A line item in a Change Order Schedule of Values is editable when:
The Status is in an unapproved state.
The 'Enable Always Editable Schedule of Values' setting is turned ON. See Configure Advanced Settings: Commitments and Configure Settings: Prime Contract.
Change objects are not editable when:
The object is in an 'Approved' status.
The project has a custom approval workflow. See Workflows.
The project's contract and change order data is synced with an ERP Integration.
