Export a Procore Budget to Yardi Voyager®

Objective

To export a Procore project's budget to Yardi Voyager®.

Background

Using the ERP Integrations tool, you can export a budget from a Procore project to Yardi Voyager®.

Things to Consider

• Required User Permission:
  • '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. See Grant Accounting Approver Privileges.
• Prerequisites:
  • Enable the ERP Integrations tool on the company's Procore account. See Request to Enable ERP Integrations for Yardi Voyager®. 
  • Integrate your company's Procore account with Yardi Voyager®. See Yardi Voyager®: Setup Guide.
  • Add the Yardi Voyager® Job to your company's ERP Integrations tool. See Add a Yardi Voyager® Job to Create a Procore Project.
  • Ensure the project's cost codes are updated with the synced job in Yardi Voyager®. See Update Project Cost Codes for Export to Yardi Voyager®.
  • Ensure the Budget tool has been added to Procore's Project Tools menu. See Add and Remove Project Tools.
• Requirements:
  • Create and lock the budget:
    • Lock a Budget
    • Create a Budget Line Item
    • Set Up a New Budget View
  • Update and lock budget:
    • Create a Budget Line Item
    • Create a Budget Modification
    • Lock a Budget
• Limitations:
  • The Procore + Yardi Voyager® integration does NOT sync 'Unit of Measure (UOM)' and 'Unit Qty' values between systems (see Which units of measure are included on Procore's master list?). Currently, the Budget sync is amount-based only. This means you must manually enter the units in both Procore and in your integrated ERP system. 
  • The Procore + Yardi Voyager® integration does NOT sync Prime Contract Change Orders to Yardi Voyager® as Budget Revisions, even though these impact the budget as such in Procore. In order to sync budget revisions to Yardi Voyager®, those revisions must be entered into Procore as budget modifications or revised budget estimates. In other words, the revisions must be entered via the Budgets Tool, not the Prime Contract Tool. 

Workflows

This tutorial is part of a bigger process outlined in these two (2) workflows:

1. View the 'Budget Setup' workflow 
2. View the 'Budget Update' workflow 

Steps

1. A project manager ( or user with 'Admin' permission on the Budget tool) will:
   • First, create the project's budget:
     • If you are using the Budget tool, see Create a Budget Line Item.
     • If you have set up a budget view, your view must include all of the columns that are required by your Yardi Voyager® system. See Set Up a New Budget View.
   • Next, lock the project's budget. See Lock a Budget. 
   • Then, send the budget to the ERP Integrations tool for acceptance by an accounting approver. See Send a Budget to ERP for Accounting Acceptance. 
2. An accounting approver will accept the budget (see Accept or Reject a Budget for Export to Yardi Voyager®). Once accepted, the system exports the budget data from Procore and syncs it to your Yardi Voyager® system. 
3. When the export is successful, go to the Job Cost function in Yardi Voyager® and choose Tasks > Post Entries. You must manually post the entries to Yardi Voyager®. See your Yardi Voyager® Help system for instructions.
   After you sync the budget for the first time, you can also sync an updated Procore budget to Yardi Voyager®:

   • If you are updating a Procore budget that has been synced with Yardi Voyager®, see Create a Budget Line Item and Create a Budget Modification.

See Also

• Set up a Budget
• Create a Budget Line Item
• Lock a Budget
• Send a Budget to ERP for Accounting Acceptance