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Sync Project Level WBS Codes to NetSuite®

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Objective

To understand the workflows for syncing project level WBS codes to NetSuite®.

Background

Company level WBS codes are pulled down onto a project in Procore. Each full WBS code on the project (cost code, cost type, custom segment) will be synced to NetSuite® as an Item. The syncing of new WBS codes at the project level code is triggered in the following ways:

  • The WBS Code is used on a Subcontractor Invoice that is synced to NetSuite®.
  • The WBS Code is added to the Procore Budget and a manual Cost Code Sync is run.
 Note
Each project level WBS Code only needs to be synced once to create the NetSuite® Item. The NetSuite® Item will be a concatenation of the Procore project number + the WBS code. Once it is created via one of the above workflows, it is synced.
 Important
By design, the integration workflow for WBS Codes will sync and create the NetSuite® Item during Subcontractor Invoice export automaticallyif it has not already been synced previously. Generally, the only time you need to run a manual Cost Code sync is if you need the NetSuite® Item before a Subcontractor Invoice is exported for that WBS Code for the purposes of assigning Direct Cost transactions in NetSuite®.

Things to Consider

  • Prerequisites:
    • A cost code must be added to the Company level NetSuite® Standard Cost Code list and have cost types assigned before adding to the Project level cost codes. See Add ERP Standard Cost Codes to a Project.

Steps

To sync a Project level WBS Code during Subcontractor Invoice export:

  1. If a project level WBS Code has not been synced to NetSuite® yet, export the Subcontractor Invoice as normal, and as part of the invoice syncing, the integration will sync the project WBS codes.

To sync a Project level WBS code that has not or will not be used on a Subcontractor Invoice, AND the NetSuite® Item is needed in NetSuite®. For example, to enter direct cost transactions in NetSuite®:

  1. Click Create Budget Line Item on the Budget tool to add WBS Codes to a project's budget.
    Note: A budget amount greater than zero is not required for syncing to occur, but a line item must be created using the desired new WBS code.

  2. Navigate to the Company Level ERP Integrations Tool.

  3. Click the Std. Cost Codes & Cost Types tab.

  4. Click Export Cost Codes & Cost Types. This will scan all projects and sync any un-synced budgeted WBS Codes to NetSuite®.

 Tip
To confirm that the export was successful, log into NetSuite® and verify that the record appears as expected.