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

• Default Project Template
  If you have created a project template in the Portfolio 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 Acumatica Cloud ERP 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 #
  The Acumatica Cloud ERP integration requires Change Orders to be configured to Auto-Number in your ERP system. If this setting is enabled, it will only apply to the Procore Change Order ID stored for Procore, but will not be used as the Change Order number in Acumatica Cloud ERP.
• Procore's Budget Direct Cost Column
  • Read only, populate from Acumatica Cloud ERP
    On Acumatica Cloud ERP  integrated projects, the Budget's 'Direct Cost' column can either be read only and populated with data from Acumatica Cloud ERP or editable and not populated from Acumatica Cloud ERP.
    OR
  • Editable, do not populate from Acumatica Cloud ERP
    If you're using the Direct Costs tab, the data will always be populated from Procore's Direct Costs Tool.
• Edit Synced Direct Costs Transactions
  • If this setting is enabled, ERP synced Direct Cost Transactions will become editable in the Procore Direct Cost tool. These updates will NOT sync back to Acumatica Cloud ERP.
  • You must also have the Direct Cost tool active on the project and have 'Enable Job Cost Transactions Syncing' selected on the Project Admin page. 
• Vendors will be automatically updated
  • This feature will update mapped Vendor data fields in Procore if changed in Acumatica Cloud ERP. These fields include Address, Phone Number, Fax Number, Name, etc. Changes made in Procore will not automatically update the Acumatica Cloud ERP record. 

Procore-Managed Auto Sync

• This feature is not currently supported for the Acumatica Cloud ERP Integration. Job Cost Syncs do run a nightly, automatic sync process.
• Staged Vendors for Import Syncs and Payments for Synced Subcontract Invoice Syncs are scheduled to run twice daily. This daily sync is configured in the integration microservice by default.

Considerations

• When the integration goes live, the Acumatica Cloud ERP 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 Acumatica Cloud ERP's Cost Code page, form PM209500.
• To add a new cost code to the Acumatica Cloud ERP synced company level cost code list in Procore, simply add it to Acumatica Cloud ERP, Cost Code page, form PM209500. Then sync the new cost codes with Procore's 'Acumatica Cloud ERP Standard Cost Codes' list in the Company level Admin tool.

Limitations

• Cost codes that import from Acumatica Cloud ERP will display in Procore as Division, followed by Cost Code. For example, if a division 10 cost code is set up in Acumatica Cloud ERP as 10600.000, it will appear as "10-600.000". 

Limitations

• Acumatica Cloud ERP does not support project specific cost codes. All project level cost codes must originate from the ERP synced Acumatica Cloud ERP standard cost code list.

Requirements

• The Project WBS will require the creation of at least one (1) 'Task' segment to map as Project Tasks to Acumatica Cloud ERP. Multiple 'Tasks' can be set up as desired.
• Cost Codes from the Company list should be added to the Cost Code segment of the WBS upon job creation. This segment will be what the 'Tasks' leverage when creating project level financial data in Procore.

Limitations

• Projects that are in-progress or created before connection of the integration cannot be synced. Please contact your Procore Account Executive to request Professional Services for assistance with integrating in-progress/pre-existing project records for an additional fee.
• Project syncing is Export only. All jobs must be created in Procore and sent to the Acumatica Cloud ERP system. 

Project Syncing Requirements

• Cost Codes from the Company list should be added to the Cost Code segment of the WBS upon job creation, and have at least one (1) cost type assignment before the Project can be exported to in Acumatica Cloud ERP.
• If your cost codes already have cost type assignments in the ERP Tool matrix, your company has already configured the cost type assignments for your cost codes.
• The Project WBS will require the creation of at least 1 “Task” segment to map as Project Tasks to Acumatica Cloud ERP. Multiple “Tasks” can be set up as desired.
• The ERP Job ID must be defined during export, and can be alphanumeric. The following special characters are also supported in Job IDs: (.) periods, spaces , (-) dashes, dollar signs ($), and commas (,).
  • Note: If auto-numbering is enabled in Acumatica Cloud ERP, the Job ID defined in Procore will be overwritten in Acumatica Cloud ERP with the next id in the defined Acumatica Cloud ERP sequence.
• When entering your project data, be aware of the following requirements:
  • Project Name. Acumatica Cloud ERP imposes a maximum of thirty (30) characters limit. If your project name exceeds this limit, your project name will be truncated in Acumatica Cloud ERP.
  • Project Address. Acumatica Cloud ERP does not permit the use of commas (,) in the 'Project Address' field. 
  • Active Project. Acumatica Cloud ERP requires you to set your new project as 'Active' in Procore. 

Considerations

• When a project is exported from Procore to Acumatica Cloud ERP it is separate from the export of a project's budget amounts and budget codes.

Limitations

• You cannot delete a Sub Job if ther are cost cost codes tied to that Sub Job.
• Deleting or altering a Project Task or Task ID in Acumatica Cloud ERP will not delete or update its Sub Job in Procore. 

Requirements

• To use Sub Jobs with Procore financial data, the parent project must already be synced with Acumatica Cloud ERP, in Acumatica Cloud ERP.
• The Sub Jobs must also have Cost Code/Cost Types added to them in the WBS.
• If using Sub Jobs to create financial data in Procore, you will need to assign both a main project Task and a Sub Job to line items.

Considerations

• Sub Jobs are not a required segment on your Procore projects, nor are they required for Acumatica Cloud ERP.
• Sub Jobs are segments that can be enabled to track smaller job segments within the overall main project. For example: A multi-building apartment complex project may want to track the costs of Buildings A, B, and C separately under one main project in Procore. Setting up a Sub Job for each building can accomplish this.
• Sub Jobs will also integrate as 'Project Tasks' in  Acumatica Cloud ERP, and are coupled with the main project’s Task IDs.
  • Sub Job Task IDs will appear in Acumatica Cloud ERP with an ID format of 'Sub Job ID - Task ID'.
• Sub Job IDs and their budget codes, much like the parent project’s Task(s) and budget codes, are exported automatically when added to the Procore budget.

Requirements for Budget Code Syncing

• Acumatica Cloud ERP will export Budget Codes to the Acumatica Cloud ERP project’s budget automatically whenever a new budget line is added to the Procore budget. This is the result of a webhook from the integration microservice. 
• Budget Codes do not require an original budget amount to integrate. Lines with a $0 value will still post to Acumatica Cloud ERP Project’s Cost Budget tab, so long as the project is synced and the budget codes have either a Task or a Sub Job-Task ID assigned.

Requirements for Original Budget Estimate Exports from Procore

• The Budget tool must be an active tool on the project.
• The Procore project must be synced.
• The budget must be locked before the export.
• The budget codes must have successfully auto exported to Acumatica Cloud ERP.

Limitations

• Important! Budget Estimate syncing is an export feature only.
  • Budgets must orginate from Procore in order to be integrated with Acumatica Cloud ERP.
• The Procore + Acumatica Cloud ERP 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 Acumatica Cloud ERP, the cost budget lines in Acumatica Cloud ERP inherit a Project Task ID association. Changing that Task ID line association in Acumatica Cloud ERP 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.   

Limitations

• Important! Budget Changes are an export only feature. They must be created in Procore to export and sync with Acumatica Cloud ERP.

Considerations

• Budget Changes will post to Acumatica Cloud ERP with a status of “On Hold” as a “Potential Budget CO“, and will require an accounting admin to remove and release the Budget Change Order to the Acumatica Cloud ERP Project’s Cost Budget as an “Approved Budget CO".

Limitations

• The Company/Vendor insurance is not included when importing/exporting a Company/Vendor, as that field is not within the Acumatica Cloud ERP AP Vendor data table. This information is in a different data table in Acumatica Cloud ERP 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 Acumatica Cloud ERP. 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 Acumatica Cloud ERP vendors that already exist in your Procore account's Company level Directory before adding vendors from Acumatica Cloud ERP.

Considerations

• When a Subcontract is exported from Procore, a Subcontract is created in Acumatica Cloud ERP (SC301000). 
• When a Purchase Order is exported from Procore, a Purchase Order is created in Acumatica Cloud ERP (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 Acumatica Cloud ERP. Do NOT create commitments directly in Acumatica Cloud ERP, 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 Acumatica Cloud ERP.
• The maximum character length for a commitment's number is 15. This is the maximum number of characters allowed by Acumatica Cloud ERP.

Considerations

• When a Subcontract Change Order  or Purchase Order Change Order is exported to Acumatica Cloud ERP, the export will also update the Budget Amount in Acumatica Cloud ERP (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 Acumatica Cloud ERP, 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 Acumatica Cloud ERP. Do NOT create commitment change orders directly in Acumatica Cloud ERP, 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.

Requirements

• To be able to successfully export Subcontractor Invoices from Procore, each AP vendor in Acumatica Cloud ERP 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 Acumatica Cloud ERP 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 Acumatica Cloud ERP (AP303000 > Vendor > Location tab). 

Considerations

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

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

Limitations

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

Considerations

• The Acumatica Cloud ERP Revenue Budget is importable to the Procore project’s Prime Contract tool via the Procore ERP Integration tool tab for Prime Contracts. When added to Procore, a Prime Contract is created in the project’s Prime Contract tool, and the Revenue Budget lines are populated in the Prime Contract’s SOV (Schedule of Values).
• Within your ERP Integration settings, ERP Admins can enable the ability to designate your prime contract as either Unit-based or Amount-based before importing to Procore. 

Limitations

• Important! Prime Contracts are imported only from Acumatica Cloud ERP to Procore.
  • The Prime Contract import process only adds the Revenue Budget line numbers and their original budgeted value into Procore but does not sync the Revenue budget codes onto the Prime Contract SOV.
• Any changes made to the overall value of the Prime Contract after the initial contract value is synced must be changed in Acumatica Cloud ERP to refresh the synced Prime Contract in Procore.

Requirements

Your prime contract is eligible to be imported when the following conditions are met:

• The Acumatica Cloud ERP project MUST have a customer defined in the project’s header.
• In Acumatica Cloud ERP, the project’s 'Revenue Budget Level' setting on the ERP job's 'Summary' tab MUST be set to ‘Task and Cost Code’.
• The project is synced with Acumatica Cloud ERP.
• The Revenue Budget Codes used are also synced with Cost Budget Codes in Procore.
• At least one (1) Acumatica Cloud ERP Revenue Budget line exists with a non-zero value.

Requirements 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 Cloud ERP 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 Cloud ERP. Do NOT create prime contract change orders directly in Acumatica Cloud ERP, as they cannot be imported to Procore.

Considerations

• When a PCCO is exported to Acumatica Cloud ERP, 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.

Requirements

• To successfully export Owner Invoices from Procore, the following settings and configurations in Acumatica Cloud ERP are required:
  • The Customer must be defined on the Acumatica Cloud ERP Project Header field for 'Customer'.
  • The Revenue Budget Tasks on the Acumatica Cloud ERP Project must be marked as 'Active' (Project > Task).
  • The Acumatica Cloud ERP Project’s 'Revenue Budget Level' on the project’s ‘Summary’ tab MUST be set to ‘Task and Cost Code.’
  • The Acumatica Cloud ERP project must have Pro Forma billing disabled (Project > Summary > Billings and Allocation Settings > Create Pro Forma Invoice on Billing).
• To successfully export Owner Invoices from Procore, the Procore Commitment(s) and any applicable Commitment Change Orders included in the Owner Invoice must first be integrated with the Acumatica Cloud ERP.

Considerations

• If Auto Numbering for AR Invoices is enabled in the Acumatica Cloud ERP ‘Numbering Sequence’ form (CS201010 > ARINVOICE), the Reference Number in Acumatica Cloud ERP will be the next system generated number, and the Procore Invoice # will populate in the Vendor Reference field of the invoice.
• Owner Invoices will post to Acumatica Cloud ERP with a ‘Balanced’ status, and will require an Accounting Admin to release the invoice in the ERP system.

Limitations

• Important!  Export from Procore only. Owner Invoices must always be created in Procore to sync with Acumatica Cloud ERP.  If you create the invoice inAcumatica Cloud ERP, the invoice and its details will remain in Acumatica Cloud ERP, and will not sync to Procore.
• Owner Invoice payments WILL NOT sync back to Procore at this time.

Requirements

• Project must be synced in order for costs to automatically import from Acumatica Cloud ERP 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 Acumatica Cloud ERP 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.