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Procore

Acumatica Cloud ERP Project Creation Guide

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Table of Contents

First Steps

The purpose of this guide is to help you set up your Procore project so that it is synced with Acumatica Cloud ERP. We allow this to be completed in many different ways depending on the needs of your company. Before starting this process, you should determine this process with your accounting team:

  1. Which software do you want to use to start the process, Procore or Acumatica Cloud ERP?
  2. Do you need Task IDs and/or Sub jobs?

To ensure that you use the process that best fits you, complete the steps on each page then select the option at the bottom to continue to the next steps that best fits the needs of your company. If you are unsure of which option is best for you reach out to your ERP Integration Implementation Specialist.

Where will the project be set up initially?

To start in Acumatica Cloud ERP, click here.

To start in Procore, click here.

Create a Job in Acumatica Cloud ERP

Follow the steps to create a job in Acumatica Cloud ERP as described in the Acumatica Cloud ERP documentation. Once a job is created in Acumatica Cloud ERP, complete the steps below to import that job into Procore.

Importing a Job from Acumatica Cloud ERP

  1. Navigate to the company's ERP Integrations tool. 
  2. Click the Jobs subtab. 
  3. In the 'Filters' menu, click Ready to Import. 
    This reveals a list of all the unsynced jobs that exist in Acumatica Cloud ERP but have NOT be added as to your company's Procore account as projects. 

    filter-job-by-ready-to-import.png
     
  4. Review the Job information as follows:
    • Acumatica Job ID. Ensure that the Job ID in Acumatica Cloud ERP is accurately reflected here. This will become the 'Project ID/Number' in Procore. 
    • Project Name. Ensure the Project Name in Acumatica Cloud ERP is accurately reflected here. This will correspond to the 'Project Title' in Procore. 
    • Procore Project Template. If you want to apply an existing project template to the new Procore project, select a template from the list. If you do not want to apply a template, choose 'Do Not Apply A Template....'. Note: The selections in this list are created in the Portfolio tool. See Configure a Project Template. 
  5. For each project line item, accept or reject the project:
    • To accept the job and import as a new Procore project, click Add to Procore. 
    • To reject the job and prevent it from being imported into Procore as a new project, click the icon-inspections-fail.png icon. 

Next Steps

Does the Acumatica Cloud ERP Project have task IDs?

If yes, continue here.

If no, continue here.

 

Import Acumatica Cloud ERP Project to Procore

Once the Acumatica Cloud ERP project is successfully imported into Procore, one placeholder project task will be exported to Acumatica Cloud ERP project.  This is to fulfill the Acumatica Cloud ERP requirement that every project must have one task under which project cost codes are placed.  It is important to note that this project task in Acumatica Cloud ERP must not be deleted or modified.

You can now add project cost codes to this project in either Procore or Acumatica Cloud ERP.

Congratulations, your project is now ready.

Add Acumatica Cloud ERP Project to Procore

Once the Acumatica Cloud ERP project is successfully imported in to Procore, that project in Procore may or may have corresponding subjobs to import also.  This depends on how that project was created in Acumatica Cloud ERP .

If the Empty Subjob setting is checked on the Acumatica Cloud ERP project's task's, then the Procore project will have no subjobs to import.

If the Empty Subjob setting is unchecked on the Acumatica Cloud ERP project's task, then subjobs relating to this project will be on the ERP > Subjobs > Ready to Import.

Congratulations, your project is now ready.

 

Create a Project in Procore

To create a job for export to Acumatica Cloud ERP, follow the steps described in Add a Procore Project to ERP. Once the project has been created, continue below based on how you would like Sub jobs to be handled.

Next Steps

Will the Procore project have Sub jobs?

If no, continue here.

If yes and you want to create Sub jobs in Procore, continue here.

If yes and you want to create Task IDs in Acumatica Cloud ERP, continue here.

Project Exported to Acumatica Cloud ERP with One Task ID

The project is not exported into Acumatica Cloud ERP with one task ID. If you want to have more task IDs in the Acumatica Cloud ERP project after it's been exported from Procore, create the Acumatica Cloud ERP project tasks with empty subjob checked on all tasks. 

Congratulations, your project is now ready.

Add Subjob to Procore Project for Export to Acumatica Cloud ERP

After you've successfully export your Procore project to Acumatica Cloud ERP, you'll want to export the subjobs you've created on this project too. To do this, follow the steps below.

Send a Sub Job to ERP Integrations for Accounting Acceptance 

  1. Navigate to the project's Admin tool. 
  2. Under Project Settings, click Sub Jobs.
    Important! Verify that the sub job names do NOT exceed the Acumatica Cloud ERP character limit. 
  3. Locate the desired sub job in the list. Then click View.
  4. Ensure that you have added the desired Acumatica Cloud ERP Standard Cost Codes to the Sub Job Cost Codes list. 
  5. Click Send to ERP.

    send-to-erp.png

    Note: This action sends the sub job and its associated cost codes to the company's ERP Integrations tool so it can be reviewed prior to export by one of your company's designated accounting approvers. See What is the accounting approver role? 
  6. Repeat this step for every sub job that you want to send to the ERP Integrations tool. 

Accept or Reject a Sub Job for Export

Review a Sub Job

  1. Navigate to the company's ERP Integrations tool.
    This reveals the Acumatica Cloud ERP page. 
  2. Click the Sub Jobs tab. 
  3. Under Filters, click Ready to Export. 
    This shows a list of all the Sub Jobs from different projects that have been sent to the ERP Integrations tool. See Send a Procore Sub Job to ERP Integrations for Accounting Acceptance. 
  4. Continue with one of the following:
    • Accept a Sub Job
    • Reject a Sub Job

Accept a Sub Job

  1. Under Sub Jobs Only in Acumatica Cloud ERP, locate the Sub Job that you want to accept.
  2. Choose Accept. 
    accept-sub-job-export-to-integration.png
    Note: If this button is NOT visible, you have NOT been granted the 'Can Push to Accounting' privilege in the Company Directory. Your company's Procore Administrator must submit a request to your Procore point of contact to enable it.
  3. In the text box that appears, verify that the pre-filled Acumatica Cloud ERP Job ID number is correct.
  4. Click Export to Acumatica Cloud ERP. 
    This exports the Sub Job to  Acumatica Cloud ERP. The process typically takes a few minutes and a 'Successfully Exported' message will appear in GREEN. 
    Notes:
  5. (Optional) To verify that the sync was successful, log into Acumatica Cloud ERP and verify that your data appears as expected.

Reject a Sub Job 

  1. Under Sub Jobs Only in Acumatica Cloud ERP, locate the Sub Job that you want to accept.
  2. Choose Reject.
    Note: If this button is NOT visible, you have NOT been granted the 'Can Push to Accounting' privilege in the Company Directory. Your company's Procore Administrator must submit a request to your Procore point of contact to enable it.
  3. Enter a short explanation about the reason(s) for the rejection.
  4. Click Reject.
    reject-sub-job-export-to-integration.png

    The following events occur:
    • The system removes the Sub Job from the ERP Integrations tool so you can update it in the Project level Admin tool. 
    • The system sends an automated email notification to the user who created the Sub Job to alert the user of the 'Reject' response.

Completion

Repeat the steps above until all sub jobs have been exported. Congratulations, your project is now ready.

Add Task ID(s) to Project in Acumatica Cloud ERP for Import

After you've synced the project between Procore and Acumatica Cloud ERP, you will need to sync the import in the tasks.  To import tasks created in Acumatica Cloud ERP to Procore as sub jobs follow the steps below.

Import Acumatica Cloud ERP Tasks as Sub Jobs

  1. Navigate to the company's ERP Integrations tool.
  2. Click Sub Jobs.
  3. Under Filters, click Ready to Import.
  4. Locate the 'Sub Jobs' in Acumatica Cloud ERP. Then click Add to Procore. 

    add-erp-extra-to-project.png

    This adds the Acumatica Cloud ERP 'Sub Job' to the Procore project as a sub job.
    Notes:
    • You can then navigate to the project's Admin tool and the Sub Job information will display in the 'Sub Jobs' tab of the project. 

Completion

Continue until all sub jobs have been imported.  Congratulations, your project is now ready.