COMMITMENTS

REQUIREMENTS


The project must be linked to the ERP as well as a Project Manager and Design Professional provided in the Project Team table.


The Prime Contract must be entered and Approved.


The project budget must be entered and linked to the ERP.


To issue commitments in Procore the recipient (Vendor) must be listed in the Directory and linked to the ERP as indicated by the green tag and ERP Vendor ID number immediately to the right of the vendor name.

A contact person must also be listed for the Vendor.


Determine proper settings based on the prime contract requirements. By default, the following are checked.


PURCHASE ORDERS



Click Create Purchase Order in the right sidebar then enter the information in the applicable fields.

FIELD DESCRIPTION
Sign with DocuSign Check this box to enable the DocuSign integration to execute the agreement electronically.
Number Enter or validate the unique identifier for the commitment. If you are creating the first commitment of a project, Procore will automatically number the commitment. Subsequent commitments will automatically be prefilled with the next sequential number based on the format of the first commitment.

KBDG Naming Convention: “PO” followed by the Job No then sequence (PO-18999-001)
Title SHORT DESCRIPTION OF THE TRADE IN ALL CAPS (e.g. DOORS & HARDWARE).
Bill To Enter the billing address.
Ship To Enter the shipping address.
Contract Company Select the vendor/company who will provide the purchased materials (e.g. AMERICAN CONSTRUCTION CO.). This vendor/company must exist in the Project Directory and be linked to ERP.
Invoice Contacts Select the person who will be the point of contact for questions regarding the invoicing of this Purchase Order.
Status Specify the status of the commitment. (Default: Draft) Purchase Orders with the status set to Draft or Closed will not be reflected on the budget. Purchase Orders with the status Processing, Submitted, Partially Received, and Received will be listed in the Pending Cost column. Purchase Orders with the status Approved will be listed in the Committed Cost column on the Budget.
Executed Place a checkmark in this box to indicate that the purchase order has been executed.
Private Choose from these options:

  1. Make this visible to only administrators and the following users. Place a checkmark in this box to limit the visibility of the purchase order to users with 'Admin' on the Commitments tool and users specified in the Select a Person drop-down list.
  2. Allow these users to see SOV items. Place a checkmark in this box to limit the visibility of the Schedule of Values (SOV) items on the purchase order to users with 'Admin' on the Commitments tool and users specified in the Select a Person drop-down list.
  3. Select a Person. Select one or more people from the list. You can allow non-Admin level users to view the Purchase Order, if desired. Additionally, you can allow selected non-Admin users to have read-only access to the to individual line items under the SOV subtab.
Assigned To Select the person from the vendor/company who is responsible for the fulfillment of the purchase order.
Default Retainage Specify the retainage to be withheld from payments (e.g., 10.0).
Description Briefly provide a description of the PO including details pertinent to its execution. THIS IS NOT THE ITEMIZED LIST. This will be carried over to Vista in the Notes tab.
Attachments Attach any related materials such as pricing quotes, receipts, signed purchase orders, etc. You may attach files that have been uploaded to your project or drag and drop files from your local computer. * Be aware that all attachments will be included in the DocuSign envelope upon creation.


FIELD DESCRIPTION
Contract Dates Specify the dates when the PO is issued, executed and purchased goods are to be delivered.
Payment Terms Specify relevant payment conditions, including any modified payment terms (see below).
Ship Via Enter the shipping/transport method for materials (e.g., freight, FedEx, UPS, etc.).
Subcontract Template Leave this blank as the Purchase Order Template is already applied.
Subcontractor's Representative Select the Subcontractor’s representative from the dropdown. This information will be included in the contract in various locations.
Compliance Dropdown Based on the type of commitment as well as the trade, select the applicable compliance code from the dropdown.
Payment & Performance Bond Select the appropriate response from the dropdown to indicate if P&P bonds are required for this commitment.
Purchase Orders do not typically require Bonds. If this is the case, consult with Risk Management on how to best handle incorporating into this Commitment.
Warranty Period Enter a number for the warranty period, in years. Do not include any other text.
Modified Payment Terms Select the appropriate response from the dropdown to indicate if the agreed upon terms are outside of KBDG’s typical 30-day turnaround. Clarify these modified payment terms in the Payment Terms field.
Day of Month when Pay Applications Due Enter the day of the month when the subcontractor’s payment application is due to KBDG (e.g. 20th).
Maximum % Markup for Overhead Subject to the terms of the Prime Contract, enter the allowable markup for subcontractor’s overhead on change orders.
Maximum % Markup for Profit Subject to the terms of the Prime Contract, enter the allowable markup for subcontractor’s profit on change orders.

Click Create.


Navigate to the Purchase Order to be modified then click the Schedule of Values tab. In the new page click the Edit button to begin creating the Schedule of Values.

Enter the information into the fields.

FIELD DESCRIPTION
Cost Code Select the appropriate cost code for the line item.
Description Enter a brief description for the line item. The description must be less than 60 characters in length otherwise it will fail to export to ERP.
Type Only use MATERIAL or OTHER.
Qty IF USING LS, LEAVE BLANK otherwise enter the quantity to purchase.
Units Enter an abbreviation (limit of 3 characters – LS, EA, TON, LBS)
Unit Cost IF USING LS, LEAVE BLANK otherwise enter the unit cost
Subtotal IF USING LS, CLICK THE CALCULATOR ICON AND ENTER THE AMOUNT MANUALLY otherwise the amount will be automatically calculated.

Click +Add and add additional line items as needed.
Save the Purchase Order when complete.
If using DocuSign, navigate to the General subtab, click Edit then Complete with DocuSign and follow the prompts.


EXPORT TO PDF

If not using DocuSign, export the Purchase Order by navigating to the General subtab, click Export then select PDF. The approved KBDG Purchase Order will be generated in a new tab suitable for saving, printing, etc.

SEND TO ERP

Once executed, update the status to Approved, check the box to mark as Executed, then click Save. Click Send to ERP.

The accounting approver must take steps to accept the commitment for the sync to begin. Upon doing so the PO will be visible in both systems after the synchronization has completed, usually within a couple of minutes.

SUBCONTRACTS


Click Create Subcontract in the right sidebar then enter the information in the applicable fields.

FIELD DESCRIPTION
Sign with DocuSign Check this box to enable the DocuSign integration to execute the agreement electronically.
Number Enter or validate the unique identifier for the commitment. If you are creating the first commitment of a project, Procore will automatically number the commitment. Subsequent commitments will automatically be prefilled with the next sequential number based on the format of the first commitment.

KBDG Naming Convention: “SC” followed by the Job No then sequence (SC-18999-001)
Title SHORT DESCRIPTION OF THE TRADE IN ALL CAPS (e.g. CAST-IN-PLACE CONCRETE).
Contract Company Select the vendor/company who will be installing the installing materials (e.g. SAMPLE SAM). This vendor/company must exist in the Project Directory and be linked to ERP.
Invoice Contacts Select the person who will be the point of contact for questions regarding the invoicing of this Subcontract.
Status Specify the status of the commitment, the default is Draft. A status of Draft, Out for Bid, Void, or Terminated will not be reflected in the budget while a status of Out for Signature appears in the Pending Cost column; Approved or Completed will appear in the Committed Cost column in the Budget.
Executed Place a checkmark in this box to indicate that the Subcontract has been executed.
Private Specify who can view the subcontract. By default, the subcontract is "private" and is only visible to users with 'Admin' level permissions (i.e. KBDG employees). Optionally, allow non-Admin level users (i.e. subcontractors) to view the commitment as well as the SOV.
Default Retainage Specify the retainage to be withheld from payments (e.g., 10.0).
Description Briefly provide a description of the Subcontract including details pertinent to its execution. This information will be carried over to Vista > PM Subcontracts > Notes. *THIS IS NOT THE SCOPE OF WORK.
Attachments Attach any related materials such as proposals, receipts, signed Subcontracts, etc. You may attach files that have been uploaded to your project or drag and drop files from your local computer. Be aware that all attachments will be included in the DocuSign envelope upon creation.

At a minimum, all Long Form subcontracts shall have the following attachments:

  • Exhibit A – The Subcontract Work
  • Exhibit B – Drawings, Specifications, General and Other Conditions
  • Exhibit C – Project Schedule


FIELD DESCRIPTION
Contract Dates Specify the dates when the Subcontract is issued, executed and anticipated to be complete.
Inclusions/Exclusions Enter the specific inclusions that define the scope of work. This is a rich text editor which means you can use bold, italics, underline, color, numbered and/or bulleted lists.

Upon execution, verify the inclusions in this field are identical to those of the executed agreement.
IT IS NOT NECESSARY TO ATTACH A SEPARATE SCOPE OF WORK FOR SHORT FORM OR PSA CONTRACTS AS THE INFORMATION ENTERED IN THIS FIELD IS INCLUDED WHEN THE CONTRACT IS GENERATED INTO A PDF OR THRU DOCUSIGN.

FIELD DESCRIPTION
Subcontract Template Based on the type and value of the subcontract to be issued, select the applicable template from the dropdown.
Subcontractor's Representative Select the Subcontractor’s representative from the dropdown. This information will be included in the contract in various locations.
Compliance Group Based on the type of commitment as well as the trade, select the applicable compliance code from the dropdown. If the subcontractor is required to provide design services by a registered professional and required to provide Professional Liability Insurance (also known as Errors & Omissions Insurance) then select the code ending in “PL”.
Payment & Performance Bond Select the appropriate response from the dropdown to indicate if P&P bonds are required for this commitment.
If “Are Required” is selected, the applicable exhibits will be included in the Long Form subcontract automatically.
Warranty Period Enter a number for the warranty period, in years. Do not include any other text.
Modified Payment Terms Select the appropriate response from the dropdown to indicate if the agreed upon terms are outside of KBDG’s typical 30-day turnaround.
Clarify these modified payment terms in the Scope of Work and Inclusions field.
Day of Month when Pay Applications Due Enter the day of the month when the subcontractor’s payment application is due to KBDG (e.g. 20th).
Maximum % Markup for Overhead Subject to the terms of the Prime Contract, enter the allowable markup for subcontractor’s overhead on change orders.
Maximum % Markup for Profit Subject to the terms of the Prime Contract, enter the allowable markup for subcontractor’s profit on change orders.

FIELD DESCRIPTION
BIM Select the appropriate response from the dropdown to indicate if the subcontractor is required to utilize BIM for this commitment.
If Yes, the applicable exhibit will be included in the Long Form subcontract automatically.
Design Services Select the appropriate response from the dropdown to indicate if the subcontractor is providing design services for this commitment.
If Yes, the applicable exhibit will be included in the Long Form subcontract automatically.
Description of Design Services Describe the design services being provided using a numbered list.
This information is included in the Long Form subcontract and Professional Services documents.
Preliminary Design Documents List the preliminary documents provided using a numbered list.
This information is included in the Long Form subcontract and Professional Services documents.
Unit Rates for Changes In Design Services Enumerate the agreed upon unit rates for increases/decreases to the Subcontractor’s Design Services.
This information is included in the Long Form subcontract and Professional Services documents.

Click Create.


Navigate to the Purchase Order to be modified then click the Schedule of Values tab. In the new page click the Edit button to begin creating the Schedule of Values.

Enter the information into the fields.

FIELD DESCRIPTION
Change Event Line Item Select applicable items if the new subcontract is related to or a direct result of Change Event. On a new commitment this is not typical.
Cost Code Select the applicable cost code for the line item.
Description Enter a more detailed description for the line item.
THE DESCRIPTION MUST BE LESS THAN OR EQUAL TO 60 CHARACTERS IN LENGTH OTHERWISE IT WILL FAIL TO EXPORT TO ERP.
Cost Type Only use SUBCONTRACTOR.
Amount Enter the amount of the line item.

Click +Add and add additional line items as needed.
Click Save when complete.
If using DocuSign, navigate to the General subtab, click Edit then Complete with DocuSign. Follow the prompts.


EXPORT TO PDF

If not using DocuSign, export the Subcontract by navigating to the General subtab, click Export then select PDF. The approved KBDG Subcontract will be generated in a new tab suitable for saving, printing, etc.

SEND TO ERP

Once executed, update the status to Approved, check the box to mark as Executed, then click Save. Click Send to ERP.

The accounting approver must take steps to accept the commitment for the sync to begin. Upon doing so the Subcontract will be visible in both systems after the synchronization has completed, usually within a couple of minutes.


PC = Project Coordinator PM = Project Manager PX/BUL = Project Exec. / Bus. Unit Leader
TASK PC PM PX/BUL
Establish & Create Commitment in Procore 1 2
Create SOV in Procore 1 2
Create Scope of Work, Review, & Verify 1 2
Upload Attachments to Commitment 2 1 2
Send via DocuSign 1
Update Status & Send to ERP 2 1
Attach Executed Docs to Vista 1 2