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About Portfolio Financials Data Exchange for Job Costs

Overview

The Portfolio Financials Data Exchange for Job Costs  is an extract, transform and load (ETL) integration that leverages a secure file transfer protocol (SFTP) site to provide Portfolio Financials users with a secure method for transferring your project's job cost and paid-to-date information between Portfolio Financials and any Enterprise Resource Planning (ERP) system that supports Comma Separated Values (CSV) imports/exports. With Portfolio Financials + Data Exchange for Job Costs, you can: 

  • Exchange information between systems to provide your project team with access to data from a single source-of-truth.
  • Reduce manual and duplicate data-entry to increase confidence that data is free from unnecessary errors.
  • Improve decision-making with access to the most up-to-date data available.
  • Streamline communication and information-sharing between your back-office and operational teams.

Feature Set Map


PROCORE PORTFOLIO FINANCIALS
Exports data from Portfolio Financials to the ERP System Imports data from the ERP System to Portfolio Financials
ERP System
PROJECTS   tri-left-arrow-green.png JOBS
JOB HEADER
TOTAL BUDGET
VENDOR CODES Link created in Portfolio Financials using the vendor ID VENDORS
VENDOR ID
CONTRACTS tri-right-arrow-orange.png   CONTRACTS
CHANGE ORDERS tri-right-arrow-orange.png   CHANGE ORDERS
PAID-TO-DATE   tri-left-arrow-green.png PAID INVOICES & JOURNAL ENTRIES
BUDGET   tri-left-arrow-green.png BUDGET

Supported Versions

All versions of all ERP systems are supported, assuming the csv file can be created and sent to our Secure FTP site (SFTP) and the customer can accept or send that data. Example ERP systems that can leverage the Portfolio Data Exchange for Payables include: Sage Intacct, RealPage, Yardi, MRI, JDE, NetSuite, Basware, and Oracle EBS.

Supported Features

The Data Exchange for Job Costs integration includes these features:

  • Import Job Header information from the ERP System to Portfolio Financials. 
    Note: Jobs are linked in Portfolio Financials using the ERP System Job Number.
  • Import lump sum budget information from the ERP System to Portfolio Financials and restrict budget editing in Portfolio Financials.
  • Export contracts and contract change orders created Portfolio Financials to the ERP System.
  • Export paid invoices and journal entries from the ERP System to Portfolio Financials. 
  • Manage approvals and coding reviews for contracts, bids, invoices, and change orders from the centralized 'My Tasks' page in Portfolio Financials before syncing data to the ERP System.
  • Lump sum budgets can be imported to Portfolio Financials from the ERP system, and the details can be reported through Project Cost Reports.

Unsupported Features

The following features are not currently supported:

  • Vendor Information cannot be imported or exported between the two systems. Vendor records must be created separately in Portfolio Financials and the ERP System. The records and then linked in Portfolio Financials using the vendor' ID. 
  • Invoice data cannot be imported or exported.

Common Questions

How does Portfolio Financials connect to the ERP System?

Portfolio Financials uses an Extract, Transform, and Load (ETL) process that functions like a Comma Separated Values (CSV) integration. First, users build a file to define the ERP System jobs and budgets that will be copied and imported into Portfolio Financials. Next, a second file defines the Paid to Date information to import from the ERP System to Portfolio Financials for Owners. Portfolio Financials also support standardized outputs for contracts and change orders that can be imported into the ERP System. In addition, all files are transferred to and from Portfolio Financials using a Secure File Transfer Protocol (SFTP) site. 

How often is data exchanged between Portfolio Financials and the ERP System?

Data exchanges are scheduled to run hourly between 6:00 a.m. to 10:00 p.m. Eastern Time. Keep in mind that payment information should always match your project's payment cycle. For example, if you only cut checks twice a week, schedule the payment information to conincide with the data exchange.