Things to Know about the Project Financials + CMiC Connector

• Settings active for CMiC Integration: Default Project Template, Cost-Type for Converting bids, Accounting Approver Report (Other settings in Configurations do not apply).

• Exports happen instantly upon approval by your organization’s Accounting User(s). Imports happen upon requests that can be made by your Project and Accounting Teams directly within Procore.
  Note: Within Procore, any exports to CMiC must be approved by your company's designated accounting approver(s).

• Multi-Company syncing is only available if the client uses the same cost code list on all Companies within CMiC.

• The Direct Export feature is available if users want to bypass the “Send to ERP” step and accounting approver review for Commitments, Commitment Change Orders, and Subcontractor Invoices.

• Supported Cost Code Delimiters:

  • If your company has enabled the ERP Integrations tool for CMiC, Procore permits the following cost code delimiters from CMiC: hyphen/dash (-).

• Sync Methods: Project cost codes sync automatically during budget exports, but you can also initiate a manual sync using the + Cost Codes from Company button within the project WBS.

• Export Options: During setup, you can choose between two configuration options:

  • WBS Export. Export all project cost codes from the WBS to CMiC
  • Budget Export. Export only budgeted cost codes to CMiC.

• Any project level cost codes that are not synced will automatically sync with your ERP when exporting your budget.

• Import Companies to Procore:

  • You can filter companies that are ready for import by company type using the Type filter under the Companies tab on the ERP Integrations page.
    Note: You can filter companies by type, even those without a company type, to be synced to Procore.

  • When importing a vendor record from CMiC to Procore, you can include a vendor’s Employer Identification Number (EIN). You can view a company’s EIN within the company-level Directory tool, located in the Entity Type field of the company record.
    Note: Procore currently supports CMiC Registration Codes in US EIN format only. To enable this feature, reach out to your Procore point of contact.

  • You can include a vendor’s legal business name when importing their vendor record from CMiC to Procore. This field is not displayed in the user interface. If you want to add the legal business name to your custom forms, reach out to the Custom Solutions team. This is an add-on service and requires an additional fee.
    Note: To enable this feature, reach out to your Procore point of contact.

• Additional Information:

  • Standard Cost Code/Type List

    • Each company in CMiC can maintain its own master cost code list; however, Procore uses a single list of cost codes for all companies.

    • You must be able to identify the specific company to which each cost code belongs within CMiC.

    • To prevent project sync issues, ensure that all master cost code lists for companies in CMiC have the same number of divisions or tiers.

  • If a cost code from another company is added to a Procore project, you will be unable to sync the project with CMiC. To resolve this issue, you must remove that cost code from the Procore project.

  • To minimize the risk of adding cost codes from the wrong company to a project, use project templates. For any additional queries, reach out to your Procore point of contact.

• Recommendations:

  • Always use the steps below to make sure the vendor records created in CMiC are linked to the appropriate company match in Procore.

  • If you have a vendor record in CMiC that you will not be using in Procore, you must archive it.

• Limitations:

  • After a vendor record from CMiC is linked to a company record in Procore, any 'Address' changes are not synced between the two systems. This is because the 'Address' in CMiC pertains to the vendor's billing address, which may be different from the mailing address that your project management team needs to use for job related correspondence.

Syncing:

• Projects that are in-progress or created before the 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.

• Sync Cost Codes & Cost Types with Procore Projects

  • When importing a job from CMiC into Procore, all project cost codes from CMiC will automatically sync with the job in Procore.

  • When exporting a job from Procore to CMiC, all project cost codes from Procore will automatically sync with the job in CMiC.

  • If the Procore project has already been synced and a new cost code is added to the project, click Resend to ERP to ensure that the new project cost code is synced with CMiC.

  • Any project cost codes that are not synced will automatically sync with Procore when exporting your budget to Procore.

Multicompany:

• If multicompany is enabled, a specific company ID will be assigned to multicompany projects in the following cases:

  • Import jobs to Procore: Procore will store the company ID from CMiC.

  • Export jobs to CMiC: You can specify the relevant company ID.

• After a project has been synced as a multicompany project, all downstream transactions (contracts, invoices, and more) will sync with the specific company.

Recommendations:

• When creating a project, only include the necessary project-level cost codes, rather than adding all of them automatically. Adding a large number of cost codes or cost type assignments can lead to extended sync durations.

• When adding project-level cost codes, make sure to assign a cost type.

  • The cost type typically defaults from the company-level ERP tool. However, if there are no cost type assignments at the company level, you must manually assign the cost type within the project's Admin tool.

Additional Information:

• When multicompany is enabled, ensure that the master cost code list has the same number of divisions or tiers across all companies in CMiC to prevent project sync issues. If discrepancies exist in the number of divisions or tiers, follow these steps with your Procore point of contact to successfully resend projects to ERP:

  1. Use the JC Structure tool located in Job Costing > Utilities > Recalculations > Correct JC Structure to update your cost codes in CMiC. This will ensure that all companies have the same tier levels of cost codes.

  2. Once you update the hierarchy of cost codes in CMiC, you can delete any invalid cost codes in the standard cost code list in Procore.

• You cannot delete a Sub Job if there are cost codes tied to that Sub Job.

• Syncing:

  • You can export budgets containing original line items with $0 values from Procore to CMiC.

• Prerequisites for Export from Procore:

  • You must assign a cost type to each project cost code to export your budget, regardless of whether the cost code is included in the budget.

• Restrictions:

  • After exporting a budget from Procore to CMiC, the import function (i.e., from CMiC to Procore) will no longer be available for that job/budget.

  • The ability to unlock the Procore budget, resend data to CMiC, add budget line items, and create budget modifications will be disabled until:

    • The export from Procore to CMiC is complete, and the exported entries have been manually posted to CMiC using its Job Cost function. See your CMiC Help system for instructions.

• Limitations:

  • After using the Project Financials + CMiC connector to export a budget from Procore to CMiC, the import function to Procore will no longer be available for that job/budget.

  • The following functions are disabled in Procore until all synced data is visible in CMiC as the Budgeted Cost Amount.

    • The ability to unlock a Procore budget.

    • The ability to resend data from Procore to CMiC.

    • The ability to create a budget line item.

    • The ability to create a budget modification.

• Each budget change line will be sent to CMiC as a PCI.

• Forecasting/Estimated Cost at completion is sent to CMiC as "Projected Cost/Final" amounts on the budget.

• Prerequisites:

  • The Commitments tool must be an active tab on the project.

• Limitations:

  • To sync a commitment, all Schedule of Values (SOV) line items must be tied to cost codes and categories from your ERP-synced lists of Standard Cost Codes and Cost Types.

  • Commitments synced to CMiC will not contain details regarding tax codes.

  • All commitments exported to CMiC must be posted.

• To add a Schedule of Values (SOV) line item to a CCO, it must be tied to an existing cost code and category.

• If a line item on a CCO creates a new line item on the original contract, that new line item will not be reflected on the CMiC contract. However, the CCO's line item will still be sent to CMiC.

• All CCOs exported to CMiC must be posted.

• Minimum Invoice Requirements:

  • Before you can send an invoice from the Commitments tool to the ERP Integrations tool, the invoice must be in the Approved, Approved as Noted, or Pending Owner Approval status.

• Additional Information:

  • Billing Date. This date in Procore is transferred to CMiC as the Date on a bill.

  • Invoices with a total amount of zero dollars cannot be sent to CMiC. These invoices will not be synced when exported.

  • Retainage Release invoices can be created and exported to CMiC with the integration.

  • Retainage on invoices will create a separate RFP in CMiC with "R" appended to it.

• Prerequisite for Import to Procore

  • The Procore project or sub-job must be synced with the corresponding CMiC job.

• Single Prime Contract Sync

  • To use the PCCO feature, a contract must also be present in CMiC. 

  • The value of the Prime Contract is imported from the ‘Enter Budget’ budgeted revenue amount field in the jcjobcategory table.

• Multiple Prime Contracts Sync

  • Prime contracts from multiple jobs in CMiC can be imported as separate prime contracts to a Procore project.
    Note: Existing CMiC users can reach out to their Procore point of contact to enable this feature. If you enable this feature, you will not be able to revert to the Single Prime Contract Sync functionality. 

  • The value of the Prime Contract is imported from the ‘Enter Budget’ budgeted revenue amount field in the jcjobcategory table.

• Notes:

  • If you choose to update the Prime Contract in CMiC after syncing to Procore, you will need to manually refresh and re-import your changes to Procore. 

  • 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. 

  • You will not be able to re-import a Prime Contract when:

    • The Prime Contract is unapproved. 

    • The Prime Contract does not belong to a synced job.

    • The Prime Contract has inadvertently been added to two projects in your company's Procore account.

• Requirements:

  • There must be a Contract set up for the Project/Job in CMiC.

  • The Date field on a PCCO is required.

  • The PCCO must be in the 'Approved' status.

  • For each associated line item that you add to the change order's Schedule of Values (SOV), you may designate a unique associated Prime Contract line item or the same associated Prime Contract line item for all change order line items.

  • Horizontal and vertical markups are allowed.

• Syncing:

  • PCCOs are sent to CMiC as a PCI (your Integration Implementation point of contact can set the PCI type).

  • PCIs will be sent as un-posted and can either be posted or added to an OCO.

  • PCCO with multiple linked PCOs can be exported as individual PCIs to CMiC. See Export a PCCO with Multiple PCOs as Individual PCIs to CMiC.

  • PCCOs can be exported as OCOs to CMiC. See Export a PCCO as an OCO to CMiC.

  • You can sync only revenue details when exporting PCCOs for a project from Procore to CMiC. See Configuring PCCO Export Settings for ERP Integration.

• Note:

  • You can view the 'Quantity', 'Unit of Measure (UOM)', and 'Unit Cost' fields without any values for line items in PCCOs. Currently, these fields cannot be edited because the Procore + CMiC integration does not support this capability.

• Syncing:

  • Job costs are synced automatically on a custom schedule (default setting is every 4 hours).

  • Job Cost transaction details and PDFs are not currently included in Job cost imports. We recommend sharing additional reports with anyone that does not have access to CMiC.

  • You can select to sync the actual hours/quantities (including zero values) for line items in payroll-type direct cost transactions from CMiC to Procore.
    Note: To enable this feature, reach out to your Procore point of contact.

• CMiC Reference Code in Direct Cost Descriptions:

  • You can choose whether to include a reference code in the descriptions of line items for direct cost types, such as expenses, payroll, invoices, and subcontractor invoices. For example, if this feature is enabled, a job cost transaction imported from CMiC with a source description of "Carpet" and a reference code of "123" would appear in the Direct Costs tool with the direct cost description as “Carpet - 123".

• Import Direct Costs to Procore:

  • When importing a direct cost from CMiC to Procore, you can include the image URL associated with the direct cost in CMiC. The image URL will be located in the Description field of the direct cost transaction within the Direct Costs tool.

    Note: To enable this feature, reach out to your Procore point of contact.

• Forecasting will write the Estimated Cost at Completion amount to Projected Cost/Projected Final in CMiC.

• Change Default Bank Department Code

• CM (PCI) type for PCCOs

• CM (PCI) Type for Budget Changes

• Custom CMM PREPOST STAT CODE

• Custom CMM STATUS CODE

• Custom Job Cost Sync Schedule

• Custom Subcontract & Purchase Order Type

• Currency Code Type

• Enable/Disable Commitment Exports

• Enable Multi-Company

• Enable/Disable Prime Contract Imports

• Enable/Disable Revenue-only PCCOs

• Enable/Disable Selectable divisions/control codes

• Enable/disable Vendor Exports

• Required: Currency