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Add a Procore Project to Sage 300 CRE

Objective

To create a new project in Procore and export it to an integrated Sage 300 CRE system as a new job with a unique Sage Job ID.

Background

If your company has integrated a third-party ERP system with Procore (e.g., Sage 300 CRE), you have the ability to create a new project in Procore, send that project to the ERP Integrations tool, and then export that project to Sage 300 CRE. This creates a new 'Job' with a unique 'Job ID' in your external system.

To accomplish this, your company must first setup the Sage 300 CRE Connector (see Setup Guide: Sage 300 CRE Connector). The next step is to create a new project in Procore using the Steps below. Once the project is created, you will copy the "Sage 300 CRE Cost Codes" list to your Procore project, assign at least one (1) category to each code, and then send all of your new project information to the ERP Integrations tool for accounting approval.

After an accounting approver reviews and submits an 'Accept' response for the Procore project in the ERP Integrations tool, Procore will then export the project during the synchronization process (see Configure the Sync Schedule for Sage 300 CRE or Perform an On-Demand Sync with Sage 300 CRE).

In addition to creating a new 'Job' and 'Job ID' in Sage 300 CRE, the following project information in Procore will be synced with your new Sage 300 CRE job: 

  • Project Cost Codes
  • Project Categories
  • Job Cost Data (see the 'Job Costs' subtab)

Things to Consider

  • Required User Permissions:
    • 'Standard' or 'Admin' level permission on the ERP Integrations tool.
      AND
    • The person's account must be granted the 'Can Push to Accounting' privilege in the Company Directory. To request to enable this privilege, submit a request to your Procore point of contact. This must be enabled for you by Procore. 
  • Prerequisites:
    • A user with 'Admin' permissions on the company's ERP Integrations tool must click Configure ERP Settings. Then under 'General Settings', set the Job ID Format (e.g., 12-324.12). This is required to validate that the new Procore project's corresponding Sage 'Job ID' matches the format specified in your Sage 300 CRE system.
      Important! If you attempt to export a new Procore project to your Sage 300 CRE system and the Sage Job ID that doesn't match the specified format, the synchronization process will fail. An error message will notify you of the failure. 
    • Cost code category assignments cannot be selected when the Budget tool is enabled. You can either set up all of your cost codes on your budget with the appropriate category assignments, which will automatically set the categories in the project's Admin tab when it's pushed to Sage. Or you can temporarily disable the budget, set all of the category assignments and then re-enable the budget.
    • Sage 300 CRE does not permit the use of commas (,) in the 'Project Address' field. 

Workflow

sage-add-a-new-project.png

Steps

Add a New Procore Project

  1. Create a new project in Procore. For step-by-step instructions, see Add a New Project
    Notes:
    • If this is the first project you are creating after integrating Sage 300 CRE with your company's Procore account, select the 'Do No Apply a Template' at the 'Create a New Project' prompt.
    • At a minimum, the project must include the following information:
      • Project Name. Enter a name for the construction project. When the ERP Integrations tool is enabled for Sage 300 CRE, the Project Name is limited to a maximum of thirty (30) characters in length. 
      • Active Project. Mark the checkbox to make the project active in Procore.
      • Project Address. Enter the job site's address. 
        Important! Since you are integrating Procore with Sage 300 CRE, do NOT enter commas (,) in the address field. Sage 300 CRE does not permit the use of commas (,) in the 'Project Address' field. 
  2. Continue with Set the Active Tabs on the Project.

Set the Active Tabs on the Project

  1. Navigate to the project's Admin tool.
    This reveals the Admin page.
  2. Under 'Project Settings', click Active Tabs.
  3. Mark the checkboxes that correspond to the tools that should be active on the project.
    Note: At a minimum, mark the checkbox for the Directory tool.
  4. Scroll to the bottom of the page. Then click Update.
  5. Continue with Configure the Project Cost Codes.

Configure the Project Cost Codes

  1. Under 'Project Settings', click Cost Codes.
    This reveals the Project Cost Codes page.
    Note: Depending on your company configuration preferences, the list on the left will be labeled as 'Sage 300 CRE Cost Codes' or 'Standard Cost Codes'. See Configure Cost Code Preferences for Sage 300 CRE for details.
  2. In the list on the left, you have these options:
    • To add all of the codes to the 'Project Cost Codes' list, click Copy all Codes.



      OR
       
    • To copy only specific codes to the 'Project Cost Codes' list, highlight the desired codes and then click Copy Selected Codes.



      Note: At the alert message that appears, click OK to acknowledge that once you add these cost codes to the project, the source list cannot be changed.
       
  3. Continue with Assign Categories to Cost Codes.

Assign Categories to Cost Codes

  1. Under 'Project Settings', click Cost Code Category Assignments.
    This reveals the Cost Code Category Assignments page. 


     
  2. Ensure that each cost code in the list is assigned to at least one (1) cost code category. You can assign as many categories to a single cost code as needed. 
    Notes
    • All cost codes must have at least one (1) category assignment before the Procore project can be exported to create a new Job in Sage 300 CRE.
    • If your cost codes already have category assignments, your company has already configured the category assignments for your cost codes. To learn about this process, see Assign Default Categories to Cost Codes.
  3. Click Save.
  4. Continue with Review the Project Settings.

Review the Project Settings

  1. Under 'Project Settings', click General.
  2. Review the project to ensure the minimum requirements for creating a Sage-integrated project have been met.
  3. If you made any changes, click Update.
  4. Continue with Save and Send the Project to the ERP Integrations Tool.

Save and Send the Project to the ERP Integrations Tool

  1. In the 'General Project Information' page, click Save and Send to ERP.
    Notes:
    • If this button is grayed out and unavailable, the minimum requirements for a Sage-integrate project have not been satisfied.
    • When the ERP Integrations tool is enabled for Sage 300 CRE, remember that the Project Name is limited to a maximum of thirty (30) characters in length. 


       
  2. Notify a user who has been granted accounting approver permissions to the ERP Integrations tool. The minimum permissions are:
    • 'Standard' or 'Admin' level permission on the ERP Integrations tool.
      AND
    • The person's account must be granted the 'Can Push to Accounting' privilege in the Company Directory. To request to enable this privilege, submit a request to your Procore point of contact. This must be enabled for you by Procore. 

    An accounting approver can then continue with the next step.
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Last modified
10:33, 31 May 2017

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