Things to Know about the Project Financials + NetSuite® Connector

Considerations

• The NetSuite® integration requires specific NetSuite® Admin configuration settings that will be provided by the Procore Integration Implementation Specialist (IIS).  Procore Partner, Calance will manage the integration connection.  

Limitations

• The integration is limited to (1) NetSuite® Company (1 subsidiary) per (1) Procore site. 
• Data from these Procore tools and items do NOT sync with NetSuite®:
  • Prime Contracts/Prime Contract Change Orders (PCCOs)
  • Prime Contract Invoices and Payments
  • Budgets
  • Commitments (Subcontracts and Purchase Orders)/ Commitment Change Orders (CCOs)
  • Timecards/Timesheets 

Additional Information

• IMPORTABLE DATA: The automatic background sync schedule is once daily job syncs (job costs) for integrated projects. 
  • On demand syncs may be initiated within Procore for importable Jobs, Vendors, Job Costs, and Subcontractor Invoice Payments.
• EXPORTABLE DATA:  All exportable information (cost codes, jobs, vendors, and subcontractor invoices) must be approved/accepted by an Accounting Approver, who are the only users that may initiate the export from Procore to NetSuite®.

Considerations

• Project WBS Codes (Cost Codes + Cost Type) in Procore equate to Other Charge Item type in your NetSuite® Products and Item list.
• There will be (1) Company Level cost code list for use with all NetSuite® integrated projects in Procore.  As WBS Codes (Cost Codes + Cost Type) are added as budget line items on an integrated Project in Procore, the integration will automatically create corresponding project-specific Other Charge Items in NetSuite®.
  • The format of those Other Charge Items will be [project number in Procore]-[cost code].[cost type]
• Custom WBS segments ARE supported. If custom WBS segments are used on an integrated project, they will be built into the NetSuite® Other Charge Item name in the same order that they are arranged in Procore.
• Only cost codes on the Budget and/or exported through the Subcontractor Invoice will create a NetSuite® Project cost code/cost Other Charge item.

Limitations

• Single tier cost codes are NOT supported.  The NetSuite® ERP Integration Standard Cost Codes in your Procore site must be in a 2 (or more) tier format.
• Sub Jobs are NOT supported.
• Syncing Procore Project WBS Codes with NetSuite® Items of any other type (inventory, non-inventory, etc.)
• Newly created NetSuite® Project cost codes are assigned to the default GL expense code.  A Procore Cost type can be assigned to a NetSuite® GL expense account identified by the customer.  There is a maximum of ten (10) cost types that can be used in this manner.  Your Integration Implementation Specialist (IIS) will work with you to review this configuration setting. 
• Projects in Procore must be associated with the NetSuite® Standard Cost Codes list in order to be exported to NetSuite®.
• Jobs that are imported from NetSuite® will automatically be associated with the NetSuite® Standard Cost Codes list.

Considerations

• Companies in the Procore Directory can be synced with Vendors in NetSuite® in (3) different ways: 
  • NetSuite® Vendors can be imported to Procore to create a new Company in the Procore Directory.
  • NetSuite® Vendors can be linked to an existing Company in the Procore Directory during import.
  • Companies in the Procore Directory can be exported to create a new Vendor in NetSuite®.

Additional Information

• The Company in the Procore Directory must be synced with a NetSuite® Vendor before an Invoice associated with that Company in Procore may be exported to NetSuite®.

Limitations

• Changes made to a Vendor in NetSuite® will update the synced Company in Procore.  Changes made to a Company in Procore will not update the synced Vendor in NetSuite®.
• Companies in the Procore Directory can not be exported to NetSuite® as Customers.

Considerations

• 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.

• Check the box on the Project - " Allow project to be synced with ERP"
  • If the Standard Cost Code list at the Company level is not enabled this task will automatically default to be enabled for NetSuite® Standard cost code list use. 
• Check the box on the Project - "Enable ERP Job Cost Transactions Syncing"
  • This will allow import of NetSuite® Direct Cost entries.
• All cost codes must have at least one (1) cost type assignment before the Procore Project can be Sent to ERP and exported to create a new Job in NetSuite®.
• You can add just one NetSuite® cost code or all NetSuite® cost codes to a Project.  Only cost codes used on a Subcontractor Invoice export and/or on the Budget will create a new NetSuite® Other Charge Item Project cost code.

Additional Information:

• Before you can sync data project data between the two (2) systems, your Procore point of contact must enable the 'Can Push to Accounting' privilege for your company's accounting approvers. This gives users with 'Standard' level permissions to the ERP Integrations tool permission to accept or reject the data that is synced between Procore and NetSuite®.
• After Project has been exported successfully a new Procore Admin field named NetSuite® ID will be created and display the  NetSuite® Project Number.  
• The NetSuite® Customer assigned to the Project can be selected manually in NetSuite® after export.
• An option on the ERP Integration tool to select a Customer upon export can be enabled.  There can only be a maximum of 10 NetSuite® Customers identified at this time if this field is discovered upon integration.  The IIS will provide additional information on this configuration option as needed.

Considerations

• Subcontractor Invoices must be approved then Sent to ERP and Exported to NetSuite® to create an AP Vendor Bill.
  • The approved Subcontract or Purchase order are required to be approved but not required to be exported to NetSuite®.
  • Subcontractor Invoices are invoices entered on Commitments (subcontracts and purchase orders) in Procore. 
• The cost code(s) on the Subcontractor Invoice will create a new Project cost code item in NetSuite® if it has not already been create through an ERP cost code sync update when the cost code is on the Project Budget.
• The payment information for synced Subcontractor Invoices will be imported to Procore. The payment information will be displayed on the Commitment → Payments Tab in Procore.

Additional Information

• The Commitment Company must be synced with NetSuite® before the Invoice can be exported to NetSuite®.
• A negative subcontractor invoice can be exported to NetSuite®.  This will create a Negative Vendor Credit in NetSuite®.  In a NetSuite® Bill Payment task, the Negative Vendor Credit can be selected to offset an existing Vendor Bill.  
  Note: Creating a Procore Negative Vendor Credit can be used in favor of creating a Commitment Change Order to reduce an existing Commitment if existing exported Invoices have already been paid.

• When a NetSuite® Subcontractor Invoice is paid, the payment information will appear in the Procore Commitments Payment tab.

Considerations

• Job cost transactions directly entered in NetSuite® must be coded to project-specific Other Charge Items that were created by the integration for the integration to retrieve them.  

• Check the box on the Project - "Enable ERP Job Cost Transactions Syncing" to see these transaction from NetSuite®.
• In the Direct Cost Tool filter Type, exclude Subcontractor Invoice.  This is because these type of invoices are already shown on the Project Budget as Actual cost, not Direct Costs.

Additional Information

• Job costs that are entered directly in NetSuite® are classified as Direct Costs in Procore, and will be displayed as detailed transactions in the Direct Costs tool in Procore.
• These synced Direct Costs will be imported with an Approved status, and will not be editable in Procore.
  • If adjustments need to be made to the synced Direct Cost,  the Direct Cost should be deleted in NetSuite®, then delete it in the Direct Cost tool. The other option is to create an offsetting Direct Cost entry in NetSuite® to track the transactions properly.  

Limitations

• Transactions that are coded to unsynced NetSuite® project cost code Items will not be retrieved by the integration for display as Direct Cost in Procore.
• A NetSuite®  G/L Accounts (e.g. journal entries) can be retrieved by the integration for display as Direct Costs in Procore.
  • Your IIS will provide configuration requirements to properly track journal entries.
• NetSuite® transactions that have already been synced as Direct Costs in Procore  and deleted in NetSuite® will not be detected and not removed automatically in Procore Direct Cost tool.  They can be deleted manually.   

Considerations

• Owner Invoices are invoices entered on Prime Contracts in Procore. These can be exported to NetSuite® to create Customer Invoices.
• The Billing Date in Procore will populate the Invoice Date in NetSuite®.  If the Billing date is left blank in Procore, the Invoice Date in NetSuite® will be populated with the Procore Billing Period End Date.
• During the Owner Invoice configuration process, your team will select a Service Item from your NetSuite® Products and Services list to be used for the Subtotal amount due, and another Service Item to be used for the Retainage held/released. You can choose to use the same Service Item for both of these summary values if you prefer.

Additional Information

• The invoice must be in an 'Approved' status to export successfully.
• The invoice lines in Procore are summarized on the NetSuite® invoice:
  • Subtotal amount due
  • Retainage held/released (if applicable)
• If you need to unlink an invoice that is already synced with NetSuite® you must first delete the invoice in NetSuite®.

Limitations

• The 'Send to ERP' button is only available when opted in to the Modernized Owner Invoice Beta experience.