Things to Know about the Project Financials + Sage 100 Contractor® 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 Sage 100 Contractor® 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 Sage 100 Contractor® 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 Sage 100 Contractor® 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 Sage 100 Contractor®
    On Sage integrated projects, the Budget's 'Direct Cost' column can either be read only and populated with data from Sage or editable and not populated from Sage 100 Contractor®.
    OR
  • Editable, do not populate from Sage 100 Contractor®
    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
  • Automatically update vendors when refreshing the vendor list
    Choose this option if you want Procore to automatically update the vendor/company record in the Directory tool with information that has been added in Sage 100 Contractor®.
    OR
  • Do not update vendors
    Choose this option to prevent Procore from automatically updating the vendor/company records in the Directory tool with information that has been added in Sage 100 Contractor®. 

Procore-Managed Auto Sync

• When your company has enabled the ERP Integrations tool and configured it to  work with Sage 100 Contractor®, the sync schedule between the two systems is managed automatically by the HH2 synchronization client. For most auto-syncs, data will sync from the Sage 100 Contractor® server to the HH2 service every five (5) minutes. In addition, Procore polls the HH2 cloud service for data every 30 minutes. When Procore detects that new and/or updated data is present in the HH2 cloud, they are automatically synced to Procore. In addition, any changes from Procore are exported to HH2 and then synced to Sage 100 Contractor®. This ensures that your data is updated frequently.

Considerations

• When the integration goes live, the Sage 100 Contractor® 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 Sage 100 Contractor®, in Menu 6-5, Cost Codes. 
• To add a new cost code to the Sage synced company level cost code list in Procore, simply add it to Sage 100 Contractor®, Menu 6-5, and save. Then sync the new cost codes with Procore's 'Sage 100 Contractor® Standard Cost Codes' list in the Company level Admin tool.

Limitations

• Cost codes that import from Sage 100 Contractor® 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

• Sage 100 Contractor® does not support project specific cost codes. All project level cost codes must originate from the ERP synced Sage 100 Contractor® standard cost code list.

Limitations

• The Company/Vendor phone number is not included when importing/exporting a Company/Vendor, as that field is not within the Sage AP Vendor data table. This information is in a different data table in Sage 100 Contractor® 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 Sage 100 Contractor®. This is stored as the ERP Vendor ID (you can view it in the ERP Integrations tool, under Vendors, or in the company-level Directory tool) and is then used on other vendor related exports (Commitments, Commitment CO’s).

Additional Information

• It's strongly recommended that you first try to link any Sage 100 Contractor® vendors that already exist in your Procore account's Company level Directory before adding vendors from Sage 100 Contractor®.

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 Sage 100 Contractor®.
• 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. Sage 100 Contractor® only allows numeric characters, with no separators.
• When entering your project data, be aware of the following requirements:
  • Project Name. Sage 100 Contractor® imposes a maximum of thirty (30) characters limit. If your project name exceeds this limit, your project name will be truncated in Sage 100 Contractor®.
  • Project Address. Sage 100 Contractor® does not permit the use of commas (,) in the 'Project Address' field. 
  • Active Project. Sage 100 Contractor® requires you to set your new project is 'Active' in Procore. 

Considerations

• When a project is exported from Procore to Sage 100 Contractor® a shell budget will be created in Sage 100 Contractor® with the cost codes and types that were added to the project in Procore before syncing. 

Limitations

• Import from Sage 100 Contractor® only. Cost codes and cost types for a Sub job are entered in Sage 100 Contractor® via the budget, with an amount greater than $0.00.

Prerequisites

• Parent project must already be synced to be able to import Phases from Sage 100 Contractor®, which will create Sub Jobs in Procore.
• If you want to add a Sage 100 Contractor® 'Extra' as a Procore 'Sub Job', and 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 be assigned in Sage 100 Contractor® (not Procore). This is done by adding the cost code to the Phase budget, and entering a value greater than $0, under the desired cost type.
• The original budget for Sub Jobs must be created in Sage, in order to import to Procore.
• You cannot delete a Sub Job if there are cost codes tied to that Sub Job.

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 Sage 100 Contractor®.

Limitations

• After exporting a budget from Procore to Sage 100 Contractor®, the import function (i.e., from Sage 100 Contractor® to Procore) will no longer be available for that job/budget.
• The Procore + Sage 100 Contractor® does NOT sync 'Unit of Measure (UOM)' and 'Unit Qty' values between systems. Currently, the Budget sync is amount-based only.
• The original budget for Sub Jobs must be created in Sage 100 Contractor®, in order to import to Procore.

Considerations

• Budget Changes are an export only feature, from Procore to Sage 100 Contractor®. They must be created in Procore, in order to export and sync with Sage 100 Contractor®.

Limitations:

• After exporting a Procore budget (budget change) to Sage 100 Contractor®, you no longer be permitted to import Sage 100 Contractor® budget or job data into Procore.

Considerations

• When a Subcontract is exported from Procore, a Subcontract is created in Sage 100 Contractor® (6-7-1 Subcontracts ).  When a Purchase Order is exported from Procore, a Purchase Order is created in Sage 100 Contractor® (6-6-1 Purchase Orders). 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 Sage 100 Contractor®. Do NOT create commitments directly in Sage 100 Contractor®, as they cannot be imported to Procore.

Considerations

• When a Subcontract Change Order is exported to Sage 100 Contractor®, the export will also update the Budget Amount in Sage 100 Contractor® (6-4-1 Change Orders > Budget and Sub Change Details tab). This budget amount update is built into the functionality of Sage 100 Contractor®. If you do not want the budget amount to update please check with your Contact at Sage for a workaround.
• When a Purchase Order Change Order is exported from Procore, the Original Purchase Order is appended, and new line item/s are created and added to the existing Purchase Order in Sage 100 Contractor®, below pre-existing line items.

Limitations

• Important! - Export from Procore only. Commitment Change Orders must always be created in Procore, in order to sync with Sage 100 Contractor®. Do NOT create commitment change orders directly in Sage 100 Contractor, 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.
• Sage 100 Contractor® has a limitation where a contract line item cannot be modified more than once on any CCO. Therefore, if you have a CCO that contains more than one modification for the same commitment line item, Procore will automatically sum the amount of the items and send it to Sage 100 Contractor® as a single (aggregated) value.

Prerequisites

• To be able to successfully export Subcontractor Invoices from Procore, each AP vendor in Sage 100 Contractor® must be set up with invoice defaults, in Menu 4-4. When we export invoices from Procore, the "Due Terms" and "Discount Terms" are populated by these defaults.

• Each vendor in Sage 100 Contractor® must also must be set up with a default Ledger account. This account cannot have a sub account.

• Each job must also have a default department populated in Sage 100 Contractor®, in Menu 3-5.

Considerations

• Important! - Export from Procore only. Subcontractor Invoices must always be created in Procore, in order to sync with Sage 100 Contractor®. If you create the subcontractor invoice in Sage, the invoice and its detail will remain in Sage, and not sync to Procore. The cost (ERP Commitment Invoiced) will pull back into Procore, it will be visible under the project level budget view, under the cost code and cost type on the invoice.

Limitations

• The Subcontractor Invoice Export feature is not currently supported for Canada at this time due to tax restrictions.
• Subcontractor Invoice payment information recorded in Sage 100 Contractor® will not appear on the Procore Commitment.

Prerequisites

• Project must be synced in order for costs to automatically import from Sage to Procore.
• To view the job costs in your budget, please use the ERP 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 Sage accumulate in three different amount types in Procore, ERP Commitment Invoiced (Subcontracts and Purchase Orders that have been invoiced), Direct Costs (any cost tied to a synced job that is not related to a Subcontract or Purchase Order. The sum of those two amount types equal the Job to Date Cost, which is the third amount type you will see. These are all are in lump sum form, that accumulate under the project cost code and cost type.

Direct Costs (Job Cost Transaction Detail)

Syncs job cost transaction detail into the Direct Costs tool in Procore. This information is then visible in summary format in a few custom columns you will set up in the appropriate budget view.

Requirements for job cost transaction detail:

• Enable job cost transaction syncing on your project in the project level Admin tool.
• Set up the desired budget view(s) for your ERP-integrated project. 
• Determine which budget view(s) you want to add the recommended job cost transaction columns. You may want to adjust your standard budget view, or a custom budget view, depending on your company's configurations.
• If you have previously configured the sync of job cost summary data, you will need to remove both the existing 'ERP Direct Costs' calculated column and the 'ERP Job to Date Costs' source column on the budget views that you want to modify to include job cost transaction detail.”