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Assign Default Categories To Cost Codes

Objective

To assign the cost codes from an integrated ERP system to a cost category assignment in Procore.

Background

In the construction industry, cost codes are used to account for the various cost types on a project and to identify the specific work being done on a construction project. Many construction accounting teams base their cost code structure on the CSI Master Format. Other teams might design a unique cost code structure to suit their company's specific business requirements.

If your company has enabled the ERP Integrations tool to work with an integrated ERP system where the 'Category' concept is supported, your accounting team might classify their cost codes into different classes (i.e., 'Classes' are equivalent to 'Categories' in Procore). Some common examples of 'Categories' that might be used to group cost codes include: E=Equipment, L=Labor, M=Materials, O=Overtime, and so on.

Grouping individual cost codes into one or more categories is a common practice for subcontractors and other construction businesses whose expenses are primarily internal (e.g., DE=Direct Expenses and L=Labor). For general contractors, who might need to track a large number of subcontractors, it might be less common to group codes into categories.

Things to Consider

  • Required User Permissions:
    • 'Standard' or 'Admin' level permissions on the company's ERP Integrations tool. 
  • If your company has enabled the ERP Integrations tool with Sage 300 CRE:
    • The Steps below are intended to be used only when you create a new project in Procore and want to export that Procore project (and its cost codes and category assignments) to create a new job in your integrated ERP system (e.g., Sage 300 CRE). They should NOT be used when you have created a job in Sage 300 CRE and want to import it into the jobs, cost codes, and category assignments into your company's Procore account as a new project.
  • Additional Information:
    • You can assign one or more categories to each standard cost code. (e.g., both L=Labor and E=Equipment).
  • Limitations:
    • If the Budget tool is an active tab on the project, do NOT use the Steps below to assign categories to cost codes. You will need to choose one of these options: (1) Set up the project cost codes on your budget with the appropriate category assignments, which automatically sets the categories in the project's Admin tool when it's pushed to Sage 300 CRE, or (2) Temporarily disable the Budget tab on the project. Then set the category assignments as described below and then make the Budget tab active on the project.
    • After a Procore project and Sage 300 CRE job are synced, the cost code category assignments are locked in the ERP Integrations tool and the following rules are applied:
      • If you want to add a new cost code category assignment in Procore, you may do so using the Steps below. Your changes must then be sent to the ERP Integrations tool and accepted by an accounting approver. Upon acceptance, the cost codes and assignments will be synced with Sage 300 CRE. 
      • You are not permitted to remove cost code category assignments in Procore.

Steps

  1. Navigate to the company's ERP Integrations tool.
  2. Click the Std. Cost Codes & Categories subtab. 
  3. For each standard cost code in your company's list, mark one or more checkboxes to assign the code to one or more category.
    Note: You can hover your mouse cursor over the column headings, to reveal a tooltip that shows the full category name. Categories are created in the Sage 300 CRE system. 

    sage.png

    The category assignments are automatically saved.
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Last modified
15:01, 3 Feb 2017

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