Prime Contract Change Orders (JC Change Orders)
Overview
You can use Agave to sync Prime Contract Change Orders from Procore to Vista JC Change Orders.
Prime Contract Change Orders with a status of "Approved" in Procore are synced in a posted state to JC Change Orders. This is to allow for you to immediately apply AR Invoices against these Prime Contract Change Orders in Vista.
Visual Mapping
Video Tutorial
Common Errors and FAQs
Are there any pre-requisites to syncing Prime Contract Change Orders?
Yes, the Project, Customer, Budget Codes, Units of Measure, and Prime Contract associated with the Prime Contract Change Order must be synced.
Does Agave sync Prime Contract Change Orders or Potential Change Orders?
Agave syncs Potential Change Orders (PCOs), not Prime Contract Change Orders, because PCOs include more detailed line items. This level of detail is especially useful for syncing AR Invoices, ensuring each line item is accurately tracked and billed.
Setting Cost and Revenue Amounts from Procore
When syncing Prime Contract Change Orders from Procore to your ERP, you may want to distinguish between Cost and Revenue amounts so that Profit (Revenue − Cost) can be calculated accurately on the Change Order.
Agave Sync supports two approaches for determining how cost and revenue are derived.
Available Approaches
1. Use Procore’s Markup Tool (Default)
If you use Procore’s Markup Tool, Agave Sync will automatically handle the separation of cost and revenue.
- Horizontal and vertical markup amounts will:
- Be excluded from creating Cost or Estimate amounts in the ERP
- Be included only in the Revenue amount
- Non-markup amounts will continue to generate both cost and revenue as expected
- This approach is enabled by default and requires no additional configuration
Best used when:
- You are already using Procore’s native markup functionality
- Markup represents pure revenue (no associated cost)
In the below example, the Cost or Estimate amount is equal to the PCO Line Item amount total (see red rectangle), while the Revenue amount is equal to the PCO Line Item amount total plus any markup amounts (see blue rectangle):
2. Use the Cost ROM from the Associated Change Event
If you do not plan to use Procore’s Markup Tool but still want to separate cost and revenue, Agave Sync can use the Cost ROM from the Change Event associated with the Prime Contract Change Order as the source of the Cost amount.
- Revenue continues to come from the Prime Contract Change Order
- Cost is derived from the associated Change Event’s Cost ROM
- This approach must be enabled by your Agave Account Manager
Considerations and limitations:
- A Cost ROM can be updated after it has been associated with a Prime Contract Change Order that has already synced
- Cost ROM values can be difficult to surface or reconcile in Procore’s Budget View
Best used when:
- You are not using Procore’s Markup Tool
- You maintain reliable and stable Cost ROMs on Change Events
In the below example, the Cost or Estimate amount is equal to the Change Event Cost ROM (see red rectangle), while the Revenue amount is equal to the PCO Line Item amount total (see blue rectangle):
How does a Prime Contract Change Order Line Item in Procore match to one in Vista?
In Procore, you can’t directly link a Prime Contract Change Order (PCCO) Line Item to an existing Prime Contract Line Item. So, each time you create a PCCO Line Item in Procore, Agave automatically creates a new Prime Contract Line Item when syncing to Vista. The new line item will get the next available Contract Line Item number in Vista.
How can I link Procore PCCO Line Items to existing Contract Line Items in Vista?
Your Agave Account Manager can turn on a setting that lets certain PCCO Line Items be linked to an existing Vista Contract Line Item instead of creating a new one.
This works by matching the PCCO Line Item to a Contract Line Item using the project’s Cost Code.
This is especially useful for Cost Codes that always tie back to the same Contract Line Item (e.g. Contingency).
How is a new Prime Contract Line Item number generated from a Potential Change Order?
There are two approaches for generating a new Prime Contract Line Item in Vista from a Procore Potential Change Order.
Approach 1: Create a new Prime Contract Line Item for each Potential Change Order Line Item
Your Agave Account Manager can enable a setting that creates a new Prime Contract Line Item for each Potential Change Order (PCO) Line Item, Agave generates Prime Contract Line Item numbers using the format “XXX.YYY”, where:
- “XXX” is the number of the related PCO.
- “YYY” is an auto-incremented sequence based on the number of Line Items within that PCO.
For example, if the Potential Change Order Number is “003” and it has two Line Items, Agave will generate the Prime Contract Line Item numbers as “003.001” and “003.002”.
This numbering method keeps all Prime Contract Line Items that come from the same Potential Change Order grouped together for clear tracking and reference.
Approach 2: Create a single Prime Contract Line Item for each Potential Change Order
Your Agave Account Manager can enable a setting that automatically groups all line items from a Potential Change Order into a single new Prime Contract Line Item when the record is synced to Vista.
Can I sync "Hours" instead of "Units" to Vista in Prime Contract Change Orders?
Yes. Your Agave Account Manager can enable a setting that allows you to sync "Hours" instead of "Units" (Quantities) for Prime Contract Change Order Line Items to Vista. This can be configured for specific Cost Types you choose (e.g. "Labor").