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Procore

Export a Procore Budget to Sage 100

Objective

To export a budget from Procore to your company's integrated ERP system

Background

The workflow for creating, accepting, and exporting a Procore budget into an integrated ERP system includes these tasks:

  1. A project manager performs these tasks:
    • Creates the project budget using the Budget tool.
    • Locks the project's budget.
    • Sends the budget to the ERP Integrations tool for acceptance by an accounting approver. 
  2. An accounting approver (see What is the accounting approver role?) performs these tasks:
    • Reviews the budget in the ERP Integrations tool.
    • Submits one (1) of these responses to the budget using the ERP Integrations tool:
      • Accept. Accepts the budget data and exports it from Procore. 
        OR
      • Reject. Rejects the budget and returns it to the Budget tool in an editable state. The data can then be corrected in the Budget tool and then re-sent to the ERP Integrations tool for acceptance by an accounting approver.

Things to Consider

  • Required User Permission:
    • '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:
  • Restrictions:
    • After exporting a budget from Procore to Sage 100 Contractor, the import function (i.e., from Sage 100 Contractor to Procore) will no longer be available for that job/budget.
    • The ability to unlock the Procore budget (see Unlock a Budget), resend data to Sage 100 Contractor, add budget line items, and create budget modifications will be disabled until:
      • The export from Procore to Sage 100 Contractor is complete and the exported entries have been manually posted to Sage 100 Contractor using its Job Cost function. See your Sage 100 Contractor Help system for instructions.
      • The synced data is visible in the Job Costs Report. See View Job Costs Report
        Note: After entries have been posted in the Sage 100 Contractor Job Cost function, the data will sync back to Procore according to the set schedule (see Configure the Sync Schedule). If you want to expedite the sync back to Procore, you may the On-Demand Sync option via the hh2 portal. See Perform an On-Demand Sync

Workflows

If you are setting up the budget on a Procore + Sage 100 Contractor project for the first time, use the workflow below as a guideline. 
Important! When setting up a new project in Procore, you must always set up the budget in one system and then import or export it to the other. You cannot create a budget in both systems and then sync the budgets a later time.  Once it is set up as desired, updates to the budget must be managed in the system in which it was created. 


Steps

If you want to set up and manage your budget in Procore, the steps for exporting your Procore Budget to Sage 100 Contractor is as follows:

  1. A project manager (or user with 'Admin' permission on the Budget tool) will:
  2. An accounting approver will accept the budget (see Accept or Reject a Budget for Export to Sage 100 Contractor). Once accepted, the system exports the budget data from Procore and syncs it to your Sage 100 Contractor system. 
  3. When the export is successful, go to the Job Cost function in Sage 100 Contractor and choose Tasks > Post Entries. You must manually post the entries to Sage 100 Contractor. See your Sage 100 Contractor Help system for instructions.

    After you sync the budget for the first time, you can also sync an updated Procore budget to Sage 100 Contractor:

See Also

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