Export Subcontractor Invoices to Sage 300 CRE®
Objective
To export subcontractor invoice from a Procore project to Sage 300 CRE®.
Background
To reduce double-entry and save time, users can now export the invoices that they've created for the purchase orders and subcontracts in Procore to Sage 300 CRE®. Exporting invoices consists of these tasks, which are typically performed by three (3) different users:
- A subcontractor completes this task:
- Submits an invoice to the project team. See Submit an Invoice as a Subcontractor.
- A project manager completes these tasks:
- Creates an invoice for a purchase order or subcontract in the Project level Commitments tool. See Create an Invoice on Behalf of a Subcontractor.
- Sends that invoice to the Company level ERP Integrations tool to be reviewed by an accountant. See Send Subcontractor Invoices to ERP Integrations for Accounting Acceptance.
- An accounting approver (see What is the accounting approver role?) completes this task:
- Reviews the invoice and then either accepts or rejects it for export. See Accept or Reject Subcontractor Invoices for Export to Sage 300 CRE®.
Notes:- Accepted invoices are exported to the integrated ERP system (for example, Sage 300 CRE®).
- Rejected invoices are NOT exported to Sage 300 CRE®. Instead, they are returned to an editable state in the Project level Commitments tool so they can be corrected and re-sent to the ERP Integrations tool for review.
- Reviews the invoice and then either accepts or rejects it for export. See Accept or Reject Subcontractor Invoices for Export to Sage 300 CRE®.
Things to Consider
- Required User Permissions:
- Requirements:
- The hh2 sync client must be running version 1.31.467.xxxx or higher.
- The ERP Integrations tool must be enabled on the company account. See Request to Enable ERP Integration for Sage 300 CRE®.
- The ERP Integrations tool must be configured to work with Sage 300 CRE®. See Sage 300 CRE®: Setup Guide.
- All of the required set up steps must be complete. See Set Up the Export Subcontractor Invoices Feature for Sage 300 CRE®.
- Additional Information:
- Some fields in a Procore subcontractor invoice are NOT exported directly to Sage 300 CRE®. Instead, the system first uses those fields to calculate a value and then the calculated value is exported to Sage 300 CRE®. For details, see Which fields in a Procore subcontractor invoice sync with Sage 300 CRE®?
- Limitation:
- If your company is using the ERP Integrations tool to import Sage 300 CRE® tax codes and tax groups into Procore, you will not be able to export subcontractor invoice to Sage 300 CRE®. To learn more about tax codes and groups, see How can I use tax codes on a Procore project? and Setup the Import Sage 300 CRE® Tax Groups Feature.
Workflow
Steps
Follow these steps to create the invoice and then export it to Sage 300 CRE®:
- Perform the following steps in the Project level Commitments tool and ensure the invoice is in the 'Approved' status:
- If your company created an invoice on behalf of the subcontractor, ensure these steps are complete: Create an Invoice on Behalf of a Subcontractor and Review Invoices as an Admin.
OR - If a subcontractor created the invoice, ensure these steps are complete: Create Invoice Contacts, Send Subcontractor Invoice Invitations, Submit an Invoice as a Subcontractor, and Review Invoices as an Admin.
- If your company created an invoice on behalf of the subcontractor, ensure these steps are complete: Create an Invoice on Behalf of a Subcontractor and Review Invoices as an Admin.
- Send Subcontractor Invoices to ERP Integrations for Accounting Acceptance
Note: If you need to make changes to an invoice before the data has been accepted by an accounting approver for export to Sage 300 CRE®, see: - Accept or Reject Subcontractor Invoices for Export to Sage 300 CRE®