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Procore

Add Sage 100 Standard Cost Codes to a Project

Objective

To add 'Sage 100 Contractor® Standard Cost Codes' from the company-level to a 'Project Cost Codes' list in Procore.

Background

During the course of a construction project, users create commitments (a.k.a., purchase orders and subcontracts) and Commitment Change Orders (CCOs). This sometimes results in the need to add new cost codes to a Procore project. Adding new codes is a multi-step process:

  1. Create the new cost codes in QuickBooks®.
  2. Sync the new cost codes with Procore's 'QuickBooks® Standard Cost Codes' list in the Company level Admin tool.
  3. Follow the Steps below to copy the cost codes from the Company level Admin tool to the 'Project Cost Codes' list in the Project level Admin tool. 

Things to Consider

  • Required User Permissions:
    • To add or edit project cost codes, 'Admin' on the Project level Admin tool.
      OR
    • To add or edit project cost codes as a user with 'Standard' or 'Read Only' level permission to the project's Admin tool, the 'Manage Cost Codes' granular permission must be enabled on the permission template associated with your user account on the project. See Grant Granular Permissions in a Permission Template
  • Required ERP System:
  • Prerequisites:
  • Alternatives:
    • You can also add the new cost codes and cost type assignments in Sage 100 Contractor® and then perform the steps in Refresh Cost Codes to import the Sage 100 Contractor® Cost Codes into the Procore project. See Refresh ERP Cost Codes on a Project

Demo

demo-add-sage100-codes.gif

Steps

Add Standard Cost Codes to a Project

  1. Navigate to the Project level Admin tool. 
    This reveals the 'General Project Information' page. 
  2. Under 'Project Settings', click Cost Codes.
    This reveals the Project Cost Codes page. The area on the left reveals the 'Sage 100 Contractor® Standard Cost Codes' list. 
  3. In the list on the left, choose one of the following:
    • Click Copy All Codes. This moves all of the 'Sage 100 Contractor® Standard Cost Codes' at the Company level (i.e., the cost codes that have been synced with Sage 100 Contractor®) to the 'Project Cost Codes' list in Procore.
      OR
    • Highlight the desired cost code(s) in the 'Standard Cost Codes' list on the left. Then click Copy Selected Codes. This moves only the selected cost code(s) to the 'Project Cost Codes' list in Procore. 
  4. Continue with Update the Project Cost Code Cost Type Assignment.

Update the Project Cost Code Cost Type Assignment

  1. Navigate to the project's Admin tool.
    This reveals the 'General Project Information' page. 
  2. Under Project Settings, click Cost Code Cost Type Assignments.
    This reveals the 'Cost Code Cost Type Assignments' page. 
  3. For every cost code in your project's list, mark one or more checkboxes to assign the code to a cost type (or cost types).
    Note: This cost type abbreviations in this list are populated with the abbreviations that have been imported from your Sage 100 Contractor® system. For more information, see What are Standard Cost Types in the Admin Tool's Cost Types page? 
  4. Click Save.
  5. Continue with Resend the Project Cost Codes to ERP.

Resend the Project Cost Codes to ERP

Now that you've added the new cost code(s) and updated the cost type assignment(s) in the Admin tool, you'll need to send those changes to the ERP Integrations tool so it can be reviewed by an accounting approver.

  1. Navigate to the Admin tool.
    OR
    Under 'Project Settings', click General.
  2. Under the 'Project Settings' menu in the right pane, click General.
    Note: A banner appears across the top of the page to notify you when a project has new cost codes or cost types that need to be synced with Sage 100 Contractor®. 
  3. Click Re-send to ERP.
    ​Procore sends the new cost code and cost type data to the ERP Integrations tool. A banner appears across the top of the page to indicate that the project data in the Admin tool currently being reviewed by an accounting approver.  While the project data is being reviewed, users cannot make changes in the Admin tool. 
    The next step is for the accounting approver to complete the steps in Update Project Cost Codes for Export to Sage 100 Contractor®.

See Also