Direct Costs
The Direct Cost tab enables accounting and project teams to review and approve invoices. By providing a consolidated view, it allows teams to manage costs across all projects and seamlessly synchronize data with accounting or ERP systems.
The primary functionalities available within this tab consist of:
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Data Entry. Ensure that direct cost line items are associated with the correct budget codes.
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Approval. Review and approve invoices, or send them back to revise and resubmit.
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ERP Integration. Send approved costs directly to your company's accounting software.
The screen contains the following elements:
Element |
Type |
Description |
|---|---|---|
|
Upload |
Button |
Click the Upload button to add new documents or files. You must have the admin or granular permissions to upload. |
|
Search |
Field |
Enter a word or phrase in the Search box and press ENTER on your keyboard or click the icon. |
|
Filters |
icon |
Click the Filter icon and select one of the following options: Approval Status Payment Status Received Date Vendor |
|
Configure |
Icon |
Click the Configure columns to customize the column display for the Company-level Direct Costs tool. |
|
Approval Status |
Drop-down list |
Select the Approval Status from the drop-down list to update or filter the item accordingly. This list populates with approval status from the company's direct cost record |
|
Vendor |
Drop-down list |
Select a Vendor from a list of available options. If the list is extensive, use the search functionality to quickly find the desired vendor. |
|
Review |
Button |
Click the Review button opens a detailed view of the cost and enables editing. |
|
Return to Uploads |
Button |
Click the Return to Uploads button to move a direct cost entry back to the Uploads tab for re-uploading or restarting data entry. |
|
Send to ERP |
Button |
Click the Send to ERP button to transfer a fully reviewed and approved direct cost to the company's accounting or ERP system, preparing the invoice for payment. |
|
Mark as Paid |
Button |
Click the Mark as Paid button to manually update the status of an approved direct cost to 'Paid' in Procore, reflecting payment made in the accounting system. |
This table details the default columns.
Column |
Description |
|---|---|
|
Vendor Direct Cost Number |
The unique identifier assigned by the vendor for the direct cost. |
|
Vendor |
Displays a list of vendors associated with your company |
|
Project |
The project is associated with the direct cost. |
|
Billed Amount |
The total amount billed by the vendor. |
|
Line Item Total |
The sum of all line items within the direct cost. |
|
Approval Status |
The current stage of the direct cost in the approval workflow. |
|
ERP Status |
This column indicates the synchronization status between Procore and the external ERP system, showing whether data is synced, pending, or has encountered an error. |
|
Billing Period |
Defines the time frame for which invoices are generated, helping organize financial data. |
|
Invoice Date |
The date when an invoice is issued, used to track when a financial obligation was formally recognized. |
|
Accounting Date |
This date records when a financial transaction is recognized in the accounting system, reflecting the actual date of financial impact. |
|
Received Date |
This date indicates when goods or services were received, verifying that billed items were delivered or completed. |
|
Payment Due Date |
This date specifies when payment for an invoice is due, aiding in managing cash flow and ensuring timely payments. |
|
Payment Status |
The current status of the payment shows whether an invoice has been paid, is pending, or overdue, essential for tracking outstanding liabilities. |
|
Paid Date |
The date when payment was made for an invoice, confirming that the financial obligation has been settled. |
|
Grand Total |
The grand total represents the total amount due on an invoice, including all applicable taxes and fees, providing a comprehensive view of the financial obligation. |