Export Subcontractor Invoices to Sage 300 CRE®

Objective

To export subcontractor invoices 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:

1. A subcontractor completes this task:
   1. Submits an invoice to the project team. See Submit an Invoice as a Subcontractor.
2. A project manager completes these tasks:
   1. Creates an invoice for a purchase order or subcontract in the Project level Commitments tool. See Create an Invoice on Behalf of a Subcontractor.
   2. 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.
3. An accounting approver (see What is the accounting approver role?) completes this task:
   1. 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. 

Things to Consider

• Required User Permissions:
  • 'Standard' or 'Admin' on the company's ERP Integrations tool.
    AND
  • The person's account must be granted the 'Can Push to Accounting' privilege in the Company Directory.
    Note: To submit a request to be granted this privilege, your company's Procore Administrator must submit request to your Procore point of contact. This privilege can only be granted to individuals by Procore. 
• 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 invoices 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®:

1. 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. 
2. 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:
   • Retrieve a Subcontractor Invoice from ERP Integrations Before Acceptance
   • Resend a Rejected Subcontractor Invoice to ERP Integrations for Accounting Acceptance
3. Accept or Reject Subcontractor Invoices for Export to Sage 300 CRE®

See Also

• Are accounting approvers notified when data is awaiting acceptance in the ERP Integrations Tool?