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Procore

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 300 CRE Job ID.

Background

If your company implemented the Procore + Sage 300 CRE Connector in your environment, you have the ability to create a new project in Procore and then send that project to the ERP Integrations tool for review by accounting approvers. Upon your acceptance by an approver, Procore will export the appropriate project data and then create a new 'Job' with a unique 'Job ID' in Sage 300 CRE.

To accomplish this, your company must first setup the Sage 300 CRE Connector (see Sage 300 CRE: Setup Guide). 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) cost type 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 (see Accept or Reject a Project for Export to Sage 300 CRE), Procore will export the project during the synchronization process.

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: 

  • Cost Codes
  • Cost Types
  • 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:
    • With the help of your point of contact at Procore, the setup of a Job ID Format (e.g., 12-324.12) is required, this configuration is often times completed during the initial implementation of the Sage 300 CRE Integration. This is required to validate that the new Procore project's corresponding Sage 300 CRE 'Job ID' matches the format specified in Sage 300 CRE.
      Important! If you attempt to export a new Procore project to Sage 300 CRE and the Sage 300 CRE Job ID that doesn't match the specified format, the synchronization an error message will notify you about synchronization failure. 
  • Requirements:
    • All cost codes must have at least one (1) cost type  assignment before the Procore project can be exported to create a new Job in Sage 300 CRE.
    • If your cost codes already have cost type assignments, your company has already configured the cost type assignments for your cost codes. For details, see Assign Default Cost Types to Cost Codes.
    • When entering your project data, be aware of the following requirements:
      • Project Name. Sage 300 CRE imposes a maximum of thirty (30) characters limit. If your project name exceeds this limit, your project name will be truncated in Sage 300 CRE.
      • Project Address. Sage 300 CRE does not permit the use of commas (,) in the 'Project Address' field. 
      • Active Project. Sage 300 CRE requires you to set your new project is 'Active' in Procore. 
  • Limitations:
    • Cost Code Cost Type Assignments cannot be selected when the Budget tool is enabled. Instead of you these options:
      • Set up all of the cost codes on the budget with the appropriate cost type assignments as shown below. This will automatically set the cost types in the project's Admin tool and then export it to Sage 300 CRE during the sync process. 
        OR
      • Temporarily remove the Project level Budget tool from the project. Next, set all of the cost type assignments. Then, add the Project level Budget tool back to the project. See Add and Remove Tools on a Project.
  • Additional Information:
    • Before you can sync data project data between the two (2) systems, your Procore point of contact must enable the 'Can Push to Accounting' privilege for your company's accounting approvers. See What is the Accounting Approver role? This gives users with 'Standard' level permissions to the ERP Integrations tool permission to accept or reject the data that is synced between Procore and Sage 300 CRE. See Accept or Reject a Project for Export to Sage 300 CRE.

Steps

Launch the Project Creation Assistant

  1. Navigate to the company's Portfolio tool.
    This reveals the Portfolio page.
  2. Click Create Project.

    btn-create-project.png

    This launches the Project Creation Assistant. 

Add Project Details

  1. Make sure Project Details is highlighted in the right sidebar.
  2. Under General Information, do the following:

    vv-project-gen-info.png

     
    1. Project Template. If this is the first project you are creating for Sage 300 CRE choose 'Do Not Apply a Template'. If you have previously created a project and set up one or more project templates for your company account, select the desired template. 
      Notes:

      • This field is only visible and available when the project templates feature is enabled on your company's Procore account.
      • To select a template from the list, the desired project template must be active. See Configure a Project Template.
    2. 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. This value displays in a variety of places in the Procore web application, including the Select a Project menu, CSV and PDF exports, and custom reports.

    3. Project Photo. Click the photo area and then upload the photo that you want appear as the project photo on the project's Home page. The image must not exceed the 3MB maximum. It must also be saved in the GIF, JPG, or PNG file format. To change this photo at a later time, see Add or Edit General Project Information or Add a Project Photo.

    4. Project Type. Select a project type from the drop-down list. These selections are created with the company's Admin tool. See Add a Custom Project Type.

    5. Project Stage. Select a project stage from the list. Depending on your selection, additional Procore features may be enabled (e.g., if you select the Bidding stage, the project's Bidding tool will be enabled in Procore). These selections are created with the company's Admin tool. See Add Custom Project Stages to Your Company.

    6. Job Number. Enter a unique project ID or number to differentiate it from other company projects.

    7. Estimated Start Date. Select the project's anticipated start date. Later, you can compare this date with the 'Actual Start Date.' Note: The 'Actual Start Date' field will inherit the 'Estimated Start Date' value that you enter here, unless you upload a project schedule. See Upload a Project Schedule File to Procore's Web Application or Integrate a Microsoft Project Schedule using Procore Drive.

    8. Estimated End Date. Select the anticipated project completion date. Once the project has begun, you can compare this field against the actual finish date.

    9. Project Description. Enter a brief project summary.

    10. Estimated Project Value. Enter the anticipated project value upon completion. Enter a value to the nearest whole number. For example, if your project's estimated value is $18 million dollars, enter $18,000,000.00 in the box.

  3. Under Account and Contact, do the following:

    vv-account-and-contact.png
    1. Office. Choose the office that is managing this project. These selections are created in the company's Admin tool. See Add an Office Location.

    2. Project Address. Enter the job site's physical address. If your company is adding a project for use with with the Sage 300 CRE integration, do NOT enter commas (,) in the Project Address field.

      Notes:

    3. Country. Select the country from the drop-down list. 

    4. State. Select the state from the drop-down list.

    5. City. Enter the full city name. Note: Do NOT abbreviate the city name. 

    6. ZIP. Enter the ZIP/postal code.

    7. Timezone. Choose the correct time zone for the project. This time zone will determine time stamps on items in the project.

    8. Job Phone. Enter in the main contact phone number of the job site. Team members will be able to see this phone number and use it if desired.

    9. Job Fax. Enter the onsite fax number here (if available). This gives team members the ability to see and use the project's fax number when needed. 

  4. Under Advanced, do the following:

    vv-advanced.png
    1. Project Flag. Select a color for the project flag from the drop-down list. The system's default color selections are: RED, YELLOW, and GREEN. This lets you visually organize your projects (e.g., you might want to flag internal projects as RED and commercial projects as GREEN). 

    2. Departments. Select one or more departments who have responsibility for the project. These departments appear in the Timecard and Directory tool, and may also appear in other Procore tools depending on your company's specific configuration. These selections are created with the company's Admin tool. See Custom Company Projects.

    3. Bid Type. Select the bid type from the list. These selections are created with the company's Admin tool. See Add a Custom Bid Type.

    4. Owner. Select the owner type from the list. These selections are created with the company's Admin tool. See Add a Custom Owner Type.

    5. Square Feet. Enter the project's square footage.

    6. Program. Select the program under which to classify your project. You can view your projects by program with the Programs tool. ​These selections are created with the company's Admin tool. See Create Company Programs.

    7. Region. Select the region into which you want to classify your project. You can view projects by program with the Portfolio tool. These selections are created with the company's Admin tool. See Add Project Regions.

    8. Parent Job. Select the name of the parent project in Procore from the list. In Procore, a parent job is a Procore project that has been designated as the 'parent' project for one or more related project(s) in Procore's Portfolio tool. To learn more, see What's the difference between a job, a parent job, and a sub job?

    9. Warranty Start Date. Select the start date for the construction contract warranty.

    10. Warranty End Date. Select the end date for the construction contract warranty.

    11. Copy People From. If you want to add all of the Procore users from an existing project to your new project's Directory tool, select the desired project from the drop-down list. To enable this feature, your company's Procore Administrator must submit a request to your Procore point of contact. See Copy People from One Project to Another

  5. Click Create Project
    This button turns GREY and becomes unavailable for further use.
  6. Choose from these next steps:

Add and Remove Tools in the Project Toolbox

Important! If the Tools link below does NOT appear in the Project Creation Assistant, it is because the project template that you applied to your new project already defines the project's tools. If you want to modify tools later, you can do so after you've completed the project creation assistant. See Add and Remove Tools on a Project.

  1. Make sure the Tools link is highlighted in the right sidebar.
    This opens the <Project Name> Active Tools page.
  2. Add and remove tools for each product line as follows:

    tools-select.gif
     
    • To add all available tools, place a checkmark next to the Select All box in the top-right corner. 
    • To add a tool, place a checkmark next to box that corresponds to desired tool. This shows the selected tool in the project's toolbox. 
    • To remove a tool, remove the checkmark from the box for the desired tool. This hides the selected tool in the project's toolbox. 
  3. Rearrange tools as follows:

    tools-rearrange.gif
     
    1. Grab the desired tool by the hamburger (≡) button.
    2. Use a drag-and-drop operation to move the selected tool into the desired position in that product line. 
  4. Click Select Tools

    select-tools-button.png

    The system displays a GREEN banner to confirm your settings were saved. 

Add Project Cost Codes 

  1. Make sure Cost Code in highlighted in the right sidebar.
    This reveals the cost code page for your new project.
  2. Select Sage 300 CRE Standard Cost Codes from the Source List drop-down menu.  
    Important! If you plan to sync your new Procore project with Sage 300 CRE, you MUST select this option. 
    Notes: If you do NOT have this option:
  3. Copy the desired codes to your project as follows:
    1. Copy All Codes
      To copy all of the codes from the Sage 300 CRE Standard Cost Code list:
      1. Click Copy All Codes.
        The system reveals the following confirmation message: "Once you add this cost code, the source list cannot be changed."
      2. Click OK to acknowledge the confirmation message. 
        This moves all the codes in the Sage 300 CRE Standard Cost Code List to the Project Cost Codes list.  
    2. Copy Selected Codes
      To copy only selected codes from the Sage 300 CRE Standard Cost Code list:
      1. Expand the desired division folder(s).
      2. Highlight the desired cost codes.
      3. Click Copy Selected Codes
        Note: You can also add, update, and delete cost codes in the Project Cost Codes list. For step-by-step instructions, see Add and Edit Project Cost Codes.
  4. Click Next
    The system reveals the Cost Type Assignments page. 

Assign Default Cost Types to Cost Codes 

  1. Stay on the Cost Code page.
    The system reveals the Cost Types Assignments page.
  2. For each cost code listed, mark one (1) or more checkboxes to assign each code to one (1) or more cost type.
    Important!
    • To sync cost codes with Sage 300 CRE, every project cost code must be assigned at least one (1) cost type.
    • If your company's Procore account is using the Procore + Sage 300 CRE connector, Cost Types are created and maintained in Sage 300 CRE. 

      sage-cost-types.gif

      Your cost type assignments are automatically saved and Procore confirms that it has created your new project. This also reveals the New Project Created page.
  3. Continue with Send a New Project to the ERP Integrations Tool.

Send a New Project to the ERP Integrations Tool 

  1. At the New Project Created page, choose from these options:
    1. If you want to send your new Procore project data to the Company level ERP Integrations Tool for accounting acceptance, click the Send to ERP button. Before the data is synced between the two systems, an accounting approver must accept the data as described in Accept or Reject a Project for Export to Sage 300 CRE.

      send-to-erp-button.png

      OR
    2. If you want to send your new Procore project data to the Company level ERP Integrations tool at a later time, click Continue Project Setup
      1. When you are ready to send your data to the ERP Integrations tool, see Send a Procore Project to ERP Integrations for Accounting Acceptance
      2. Before the data is synced between the two systems, an accounting approver must accept the data as described in Accept or Reject a Project for Export to Sage 300 CRE.

        continue-project-setup-button.png
         

Update Directory

  1. Make sure Directory is highlighted in the right sidebar.
    This reveals the Directory page.

    add-directory.gif
  2. Add contacts and companies from the Company Directory to your Project Directory as follows: 
    1. If your project is based on an existing project template, you can add all of the companies and employees for those companies by clicking Select All
    2. To add a company from Procore's Company Directory and all of that company's employees, begin typing the company name. When the system finds the appropriate match, select the company from the list. This adds both the company and people to the Project Directory.
    3. To add a person, begin typing the person's name. When the system finds the appropriate match, select that person from the list:
      Notes:
      • If you want to remove a company or a person, click the RED 'x'.
      • If you want to remove all company or people, click Clear All
  3. For each person that you've selected to add, do the following:
    1. Permission Template. Select the desired permission template from the list or choose 'Apply a Template Later.' Important! This is a required setting for all of the users that you intend to add. To learn how the selections in this list are created, see Manage Permission Templates.
    2. Project Role. Select the project role for the user. The selection you make here will list the person for each selected role on the project's Home page. To learn how the selections in this list are created, see Add a Custom Project Role.
  4. Click Next.
    A GREEN banner appears at the top of the page to confirm the number of companies and people added. 

Upload Drawings

  1. Make sure Drawings is highlighted in the right sidebar.
    This reveals the Upload New Drawings (PDF Files Only) page.
  2. Do the following:

    upload-drawings.gif
     
    • To learn how to format drawings before uploading them to a project, see How can I improve the accuracy of OCR on my drawings?
    • To skip this step and upload your project's drawing(s) at a later time, click Skip. When you are ready to upload your drawings, see Upload Drawings.
      1. Attach File(s). Click this button to choose from these options: Upload a file from your computer, Select a file from Procore, or if you have enabled the Box integration, Select a file from Box.
        OR
      2. Drag and Drop File(s). Use a drag-and-drop operation to move files from your computer or network to this area on the page. 
      3. Set Name. Enter a name for the drawing set. 
      4. Set Date. Select a date for the drawing set using the calendar control. 
      5. Default Drawing Date. Select a date for the drawing(s) using the calendar control.
      6. Default Received Date.  Select the received date for the drawing(s) using the calendar control. 
  3. Click Next
    The system processes the drawings in the background.
    Note: You do NOT need to wait for the upload to complete. When finished, the system sends you an automated email notification with the subject line, "Drawing Upload Complete." To learn how to review and publish your drawings, see Review Drawings and then Publish Drawings.

Upload Specifications

  1. Make sure Specifications is highlighted in the right sidebar.
    The Upload Specifications (PDF Files Only) page appears.
    Note: If you want to skip this step and upload a specification at a later time, click Skip. This closes the Project Creation Assistant. When you are ready to upload your specifications at a later time, see Upload Specifications.
  2. Do the following:

    upload-specs-pdf-only.png

    Notes:
    • To learn how to format specifications before uploading them to a project, see How can I improve the accuracy of Specification Section Identification?
      1. Attach File(s). Click this button to choose from these options: Upload a file from your computerSelect a file from Procore, or if you have enabled the Box integration, Select a file from Box.
        OR
      2. Drag and Drop File(s). Use a drag-and-drop operation to move files from your computer or network to this area on the page. 
      3. Set Name. Enter a name for the set. 
      4. Set Date. Select a date for the set using the calendar control.
      5. Default Issued Date. Select a date for the file(s) using the calendar control.
      6. Default Received Date.  Select the received date for the file(s) using the calendar control. 
  3. Click Next
    The system processes the specification upload. 
    Note: You do NOT need to wait for the upload to complete. When finished, the system sends you an automated email notification with the subject line, "Specification Upload Complete." To learn how to review and publish your specifications, see Review and Publish Specifications.

Upload Schedule

  1. Make sure Schedule is highlighted in the right sidebar.
    The Upload Schedule page appears.
    Note: If you want to skip this step and upload a schedule at a later time, click Skip. This closes the Project Creation Assistant. When you are ready to upload your schedule at a later time, see Upload a Project Schedule File to Procore's Web Application.
  2. Do the following:

    prototype-upload-schedule.png
     
  3. Click Attach File(s). Then navigate to the schedule file on your computer or network. Then click Open
    Notes:
    • The Project Creation Assistant only supports file upload via your web browser. It does not currently support file uploads stored in the Project level Documents tool.
    • If you want to store a schedule file in the Documents tool and then upload it, see "File Upload Via Procore Documents" in the Upload a Project Schedule File to Procore's Web Application.
    • You can also upload a schedule file using Procore Drive. For details, see Schedule in the Procore Drive User Guide. 
  4. Click Next
    Note: If you want to skip this step and upload a schedule at a later time, click Skip. This closes the Project Creation Assistant. When you are ready to upload your schedule at a later time, see Upload a Project Schedule File to Procore's Web Application.

See Also

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