Things to Know about the Project Financials + Procore Edge Connector for Acumatica® ERP Connector

• Default Project Template
  If you have created a project template in the Porfolio tool, you can select that template from this drop-down list. This will apply the template to the Procore project that is created when you import a Procore Edge for Acumatica® job.
• Use Procore Contract #
  Mark this checkbox if you want Procore to populate the 'Commitment ID' field with the Procore contract number, when your users create a commitment in Procore. (Note: This settings affects only commitments created in Procore. Users also retain the ability to change the Commitment ID in Procore).
• Use Procore Change Order #
  Mark this checkbox if you want Procore to populate the 'CCO ID' field with the Procore's CCO ID, when your users create a commitment change order in Procore. (Note: This settings affects only CCO's created in Procore and users retain the ability to change the CCO ID in Procore).
• Automatically add new cost code/cost type combinations and sub job cost code/cost type combinations to budgets on Procore Edge for Acumatica® integrated projects
  Mark this checkbox if you want Procore to automatically add the cost code/category combo as a new budget line item regardless of whether or not the budget is locked or unlocked. If the budget is unlocked, Procore will automatically import the Estimate amount found in Procore Edge for Acumatica® to the Original Budget column. If the budget is locked, Procore will still add the line item for the new cost code/category combination, but will set the Original Budget column to $0 (Note: Original budgeted amounts will not be imported if the budget is locked).
• Procore's Budget Direct Cost Column
  • Read only, populate from Procore Edge for Acumatica®
    On Acumatica integrated projects, the Budget's 'Direct Cost' column can either be read only and populated with data from Acumatica or editable and not populated from Procore Edge for Acumatica®.
    OR
  • Editable, do not populate from Procore Edge for Acumatica®
    If you're using the Direct Costs tab, the data will always be populated from Procore's Direct Costs Tool.
• Vendors will be automatically updated
  • This feature is not currently supported by Procore Edge for Acumatica®.

Data Exchange Frequency

• Exports happen instantly upon approval by your organization’s Accounting User(s). Imports happen upon requests which can be made by your Project and Accounting Teams directly within Procore. In addition to on-demand imports, there is an automatic nightly import of data.

Procore-Managed Auto Sync

• This feature is not currently supported for the Procore Edge for Acumatica® Integration. Job Cost Syncs and Payments for Synced Subcontract Invoice Syncs do run a daily, automatic sync process. This daily sync is configured in the integrations microservice by default.

Considerations

• When the integration goes live, the Procore Edge for Acumatica® standard cost code list is automatically imported to Procore, as a separate list than your Procore standard cost code list. This is the company level cost code list to be used on new projects. This list is managed in Procore Edge for Acumatica®'s Cost Code page, form PM209500.
• To add a new cost code to the Procore Edge for Acumatica® synced company level cost code list in Procore, simply add it to Procore Edge for Acumatica®, Cost Code page, form PM209500. Then sync the new cost codes with Procore's 'Procore Edge for Acumatica® Standard Cost Codes' list in the Company level Admin tool.

Limitations

• Cost codes that import from Procore Edge for Acumatica® will display in Procore as Division, followed by Cost Code. For example, cost code 10600.000, within division 10, will appear as "10-10600.000".

Limitations

• Procore Edge for Acumatica® does not support project specific cost codes. All project level cost codes must originate from the ERP synced Procore Edge for Acumatica® standard cost code list.
• Any project level cost codes that are not synced will automatically sync with your ERP when exporting your budget.

Limitations

• The Company/Vendor insurance is not included when importing/exporting a Company/Vendor, as that field is not within the Procore Edge for Acumatica® AP Vendor data table. This information is in a different data table in Procore Edge for Acumatica® that is not a part of this integration.

Considerations

• The ERP Vendor ID is entered manually by an Accounting Approver when a Company is exported from Procore to Procore Edge for Acumatica®. This is stored as the ERP Vendor ID (you can view it in the ERP Integrations tool, under Companies, or in the company-level Directory tool) and is then used on other vendor related exports (Commitments, Commitment CO’s).
  • Note: This can be an optional field during exporting if this option has been enabled by Procore.

Additional Information

• It's strongly recommended that you first try to link any Procore Edge for Acumatica® vendors that already exist in your Procore account's Company level Directory before adding vendors from Procore Edge for Acumatica®.

Limitations

• Projects that are in-progress or created before connection of the integration cannot be synced. Professional Services for assistance with integrating in-progress/pre-existing project records are available for an additional fee.

Project Export Requirements

• All cost codes must have at least one (1) cost type  assignment before the Procore project can be exported to create a new Job in Procore Edge for Acumatica®.
• If your cost codes already have cost type assignments, your company has already configured the cost type assignments for your cost codes. 
• The ERP Job ID must be defined during export. Procore Edge for Acumatica® only allows numeric characters, with no separators.
  • Note: If auto-numbering is enabled in Procore Edge for Acumatica®, the Job ID defined in Procore will be overwritten in Procore Edge for Acumatica® with the next id in the defined Procore Edge for Acumatica® sequence. If the project is imported from Procore Edge for Acumatica®, the project ID will automatically populate in the project number field.   
• When entering your project data, be aware of the following requirements:
  • Project Name. Procore Edge for Acumatica® imposes a maximum of thirty (30) characters limit. If your project name exceeds this limit, your project name will be truncated in Procore Edge for Acumatica®.
  • Project Address. Procore Edge for Acumatica® does not permit the use of commas (,) in the 'Project Address' field. 
  • Active Project. Procore Edge for Acumatica® requires you to set your new project is 'Active' in Procore. 

Considerations

• When a project is exported from Procore to Procore Edge for Acumatica® it is separate from the export of a project's budget. Cost codes on the Procore project WBS will create synced data in the background of the connector, but will not populate any budget lines to the Procore Edge for Acumatica® project's Cost Budget tab.
• When a project is imported from Procore Edge for Acumatica® to Procore, it is also separate from the import of a project's budget. Imported projects will not have WBS codes defined after import, and will require additional steps to add and sync cost codes in accordance with your defined workflow training.

Limitations

• Sub Jobs are not a required segment on your Procore projects, while at least one of the Procore Edge for Acumatica® equivalent (Project Tasks) is required.  Due to this, when projects are synced with the integration,  a Project Task is created in the project's Procore Edge for Acumatica® Task tab by default. This default Project Task will be directly tied to the parent project Cost Code WBS segment in Procore. In Procore Edge for Acumatica®, this task will have the same ID as the project, and have a description of "Procore Integration Task (do not edit or delete). 
  • Note: Due to this feature's flexibility, there are several different workflows that are available , and it is highly recommended that you define and adhere to a standard operating procedure for how your projects will use project tasks and sub jobs.

Prerequisites

• Parent project must already be synced to be able to import Project Tasks from Procore Edge for Acumatica®, which will create Sub Jobs in Procore. This also applies if exporting Sub Jobs from Procore to create Project Tasks in Procore Edge for Acumatica®.
• If do not have a Sub Jobs tab within your Procore ERP Integrations Tool, a backend feature must be enabled on your company's Procore account. To submit a request to enable this feature, contact your Procore point of contact.

Considerations

• Cost codes and cost types that are assigned to a Sub Job must not also be assigned to the Procore project's parent Cost Code segment. The same cost codes should not be synced across multiple WBS segments.
• The deafult Project Task created by the integration should always have the "Empty Sub Job" box checked.
• To add an Procore Edge for Acumatica® 'Project Task' as a Procore 'Sub Job',   ensure that the "Empty Sub Job" box next to that Project Task in Procore Edge for Acumatica®'s Task tab is left unchecked. This will permit your Project Task to appear in the Procore Sub Job tab's "Ready to Import" filter. If the box is checked, it will not be importable to Procore.
• You cannot delete a Sub Job if there are cost codes tied to that Sub Job.
• Deleting or altering a Project Task or Task ID in Procore Edge for Acumatica® will not delete or un-sync its Sub Job equivalent in Procore.

Prerequisites for Export from Procore

• The Budget tool must be an active tool on the project.
• The budget must be locked before the export.
• Ensure the project's cost codes are updated with the synced job in Procore Edge for Acumatica®.

Limitations

• After exporting a budget from Procore to Procore Edge for Acumatica®, the import function (i.e., from Procore Edge for Acumatica® to Procore) will no longer be available for that job/budget.
• The Procore + Procore Edge for Acumatica® does NOT sync 'Unit of Measure (UOM)' and 'Unit Qty' values between systems. Currently, the Budget sync is amount-based only.
• When a Procore budget is exported to Procore Edge for Acumatica®, the cost budget lines in Procore Edge for Acumatica® inherit a Project Task ID association. Changing that Task ID line association in Procore Edge for Acumatica® will not update the association information within the integration. If the Task ID value is not what was intended, it signifies that the cost code(s) were not synced in the manner laid out in your Project and Sub Job workflow training.   

Considerations

• Budget Changes are an export only feature, from Procore to Procore Edge for Acumatica®. They must be created in Procore, in order to export and sync with Procore Edge for Acumatica®.

Limitations:

• After exporting a Procore budget (budget change) to Procore Edge for Acumatica®, you no longer be permitted to import Procore Edge for Acumatica® budget or job data into Procore.

Considerations

• When a Subcontract is exported from Procore, a Subcontract is created in Procore Edge for Acumatica® (SC301000). 
• When a Purchase Order is exported from Procore, a Purchase Order is created in Procore Edge for Acumatica® (PO301000).
• In Procore, Commitments are accessed from the project-level Commitments tool.

Limitations

• Important! - Export from Procore only. Commitments must always be created in Procore, in order to sync with Procore Edge for Acumatica®. Do NOT create commitments directly in Procore Edge for Acumatica®, as they cannot be imported to Procore.
• The maximum character length for a commitment's title is 60. This is the maximum number of characters allowed by Procore Edge for Acumatica®.
• The maximum character length for a commitment's number is 15. This is the maximum number of characters allowed by Procore Edge for Acumatica®.

Considerations

• When a Subcontract Change Order  or Purchase Order Change Order is exported to Procore Edge for Acumatica®, the export will also update the Budget Amount in Procore Edge for Acumatica® (PM308000 > Reference Number > Cost Budget and Commitments tabs). 
• When creating a  CCO in Procore, you will be required to set CCO SOV lines to either create a new contract SOV line, or update an existing contract SOV line.  When exported to Procore Edge for Acumatica®, the original contract will reflect the SOV setting(s) you elected in Procore.

Limitations

• Important! - Export from Procore only. Commitment Change Orders must always be created in Procore, in order to sync with Procore Edge for Acumatica®. Do NOT create commitment change orders directly in Procore Edge for Acumatica®, as they cannot be imported to Procore.
• To add a Schedule of Values (SOV) line item to a CCO, it must be tied to an existing  cost code and category.

Prerequisites

• To be able to successfully export Subcontractor Invoices from Procore, each AP vendor in Procore Edge for Acumatica® must be set up with a default AP Account, Cash Discount, AP Sub , and Discount Sub accounts (AP303000 > Vendor > GL Accounts tab). 

• Each vendor in Procore Edge for Acumatica® must also must be set up with a default Cash Account (AP303000 > Vendor > Payment tab). 

• Each job must also have a default location ID populated in Procore Edge for Acumatica® (AP303000 > Vendor > Location tab). 

Considerations

• Important! - Export from Procore only. Subcontractor Invoices must always be created in Procore, in order to sync with Procore Edge for Acumatica®. If you create the subcontractor invoice in Procore Edge for Acumatica®, the invoice and its detail will remain in Procore Edge for Acumatica®, and not sync to Procore. 

• If Auto Numbering for Bills is enabled in Procore Edge for Acumatica®, the Reference Number in Procore Edge for Acumatica® will be the next system generated number

Limitations

• Subcontractor Invoice payment information recorded in Procore Edge for Acumatica® will only appear on the Procore Commitment if the invoice was synced with  Procore Edge for Acumatica®.

Prerequisites & Limitations
 
Prime contracts in Procore automatically sync to Procore Edge for Acumatica® as a summarized single line item within the Revenue Budget tab. Your prime contract is automatically synced when the following conditions are met:

• The project is synced with Procore Edge for Acumatica®.
• A prime contract exists in the 'Approved' status.
• At least one (1) line item with a non-zero value has been added to the contract's schedule of values (SOV).
• The contract number must consist of no more than seven (7) alphanumeric characters.

Any changes made to the overall value of the contract after the initial contract value is synced must be manually updated in the ERP system. 

Requirements

In order to sync a Prime Contract with the Acumatica ERP Connector, the 'Revenue Budget Level' setting on the ERP Job’s 'Summary' tab must be set to 'Task' only.

Prerequisites for Export from Procore

• The Change Order tool must be an active tool on the project.

• The Procore Project Prime Contract must be approved and exported to the Acumatica® Projects' Revenue Budget.

• If the synced Prime Contract is using a vertical markup, the markup(s) must have a budget code assigned to the required 'ERP Prime Contract Item' field.

Limitations

• Important! - Export from Procore only. Prime Contract Change Orders must always be created in Procore, in order to sync with Acumatica®. Do NOT create prime contract change orders directly in Acumatica®, as they cannot be imported to Procore.

Considerations

• When a PCCO is exported to Acumatica®, it will update the project's Cost and Revenue Budget. The Revenue Budget will have one summarized line for the total expected revenue value of the change.

• A unique Acumatica Task ID will be created for each synced PCCO, and will be used on the Revenue Budget line. However, Cost Budget lines tied to the PCCO will use the existing Task ID(s) on the Cost Budget for each Budget Code on the PCCO Schedule of Values.

Requirements

In order to sync a PCCO with the Acumatica ERP Connector, the 'Revenue Budget Level' setting on the ERP Job’s 'Summary' tab must be set to 'Task' only.

Prerequisites

• Procore requires the Procore Edge for Acumatica® Job Cost module.
• Project must be synced in order for costs to automatically import from Procore Edge for Acumatica® to Procore.
• To view the job costs in your budget, please use the ERP Budget View, or ERP Detailed Budget View that was created for you during implementation. This budget view has specific calculated and ERP integration sourced data.

Considerations

• Costs pulled in from Procore Edge for Acumatica® accumulate as four different amount types in Procore, Subcontract Invoices (Subcontracts and Purchase Orders that have been invoiced), Invoices (invoiced amounts not related to a synced contract), Expenses (Misc. Expenses), and Payroll (Labor costs). The sum of these four amount types equal the Job to Date Cost, while the sum of the latter three types (Invoices, Expenses, Payroll) equal the Direct Cost. These are all are in lump sum form, that accumulate under the project cost code and cost type.
• Detailed job cost transaction syncing is supported by the integration. To leverage this feature, the Direct Cost tool must be active on the project, and the "Enable Job Cost Transaction Syncing" setting should be enabled on the Project Admin General page.

Limitations

• Job cost type restricting is not supported by the integration. For example, the integration is not customizable to omit labor costs from syncing into Procore.