Sage 300 CRE® Detailed Data Mapping

Overview

PROCORE	Exports data from Procore to Sage 300 CRE®	Imports data from Sage 300 CRE®  to Procore	Sage 300 CRE®
STANDARD COST CODES 1 STANDARD COST TYPES			STANDARD COST CODES (JC) STANDARD CATEGORIES
PROJECTS COST CODES6 COST TYPES			JOBS (JC) COST CODES CATEGORIES
SUB JOBS			EXTRAS (JC)
COMPANIES			AP VENDORS (AP)
COMPANY INSURANCE			VENDOR INSURANCE (AP)2
BUDGETS 3			ESTIMATE (JC)
BUDGET CHANGES			APPROVED ESTIMATE CHANGES (JC)
COST FORECAST DATA			COST FORECAST DATA
COMMITMENTS 4 SUBCONTRACTS & PURCHASE ORDERS			COMMITMENTS (JC) SUBCONTRACTS & PURCHASE ORDERS
COMMITMENT CHANGE ORDERS			COMMITMENT CHANGE ORDERS (JC)
PROCORE PAY - PAYMENTS ISSUED (  LIMITED AVAILABILITY)**			INVOICE CODE 1 & 2
PRIME CONTRACT			CONTRACTS (CN)/MISC.  WORKSHEET (JC)
PRIME CONTRACT CHANGE ORDERS (PCCOs)			PRIME CONTRACT CHANGE ORDERS 7
SUBCONTRACTOR INVOICES 8,9			AP INVOICES
JOB COSTS BILLED RATE TRANSACTIONS 5			JOB COSTS BILLED RATE TRANSACTIONS
DIRECT COSTS			JOB COSTS TRANSACTION DETAILS

¹ Custom WBS Segments are NOT supported.  
² To sync vendor insurance from Sage 300 CRE® to Procore, your Procore point of contact must enable a backend configuration setting during the implementation process.
³ Exports the 'Estimated Cost at Completion' and 'Forecast to Complete' values from a Procore budget to Sage 300 CRE®.
⁴ Includes Sage 300 CRE® tax groups. For more details, see How can I use tax codes on a Procore project? and Configure Tax Code Settings.
⁵ Requires transactions generated from Work-In-Progress (WIP) in the Sage Billing module.
⁶ Project level cost codes must be added to the project from the Company level ERP Standard Cost Code List. New cost codes must be created in your ERP system, and cannot be created in Procore.
⁷ Includes miscellaneous worksheet transactions.
⁸ Not supported for Canada.
⁹ To set up exports, the hh2 sync client must be running version 467 or higher. See Set Up the Export Subcontractor Invoices Feature for Sage 300 CRE®.
^**Procore Pay is only available in select markets in the United States at this time. To learn more about Sage 300 CRE® and Procore Pay, see Procore Pay and ERP: Detailed Data Mapping.

Standard Cost Codes/Types

Standard cost codes and categories from Sage 300 CRE® are automatically synced into the Sage 300 CRE® Standard Cost Codes and Cost Types respectively, which can be found in the Admin Tool settings in Work Breakdown Structure under Cost Codes and Cost Types.

PROCORE	Exports data from Procore to Sage 300 CRE®	Imports data from Sage 300 CRE®  to Procore	Sage 300 CRE®
Cost Code			Standard Cost Code ID
Code Code Description			Description
Cost Type			Standard Category ID
Cost Type Description			Description

Note: Project level cost codes must be added to the project from the Company level ERP Standard Cost Code List. New cost codes must be created in your ERP system, and cannot be created in Procore. Custom WBS Segments are NOT supported.  

Projects/Jobs

When a Project is exported from Procore to Sage 300 CRE®, an import file is created for the Job Cost module. This import file is then run on the Sage 300 CRE® server automatically to create the Job record in Sage 300 CRE®. This import file contains 3 types of records.

PROCORE	Exports data from Procore to Sage 300 CRE®	Imports data from Sage 300 CRE®  to Procore	Sage 300 CRE®
Sage Job ID			Job ID1
Project Name			Job Name
Address			Address
City			City
State			State
ZIP			Zip
Cost Code2 Code Description			Cost Code Cost Code Description
Cost Type Cost Code Cost Type ID			Category Cost Code Category

¹ Export note: The Sage Job ID is entered manually by an accounting approver when a project is exported from Procore to Sage 300 CRE®. This may, or may not, depending on what the accounting approver has entered, match the Job Number found in Procore under the project-level Admin tool. This is stored as the Sage Job ID (you can view it in the company-level  ERP Integrations tool under the Synced section of Jobs) and is then used on other project related exports such as Budgets, commitments etc... Import note: If the job is imported from Sage 300 CRE®, the job ID will automatically populate in the project number field.

² Both Standard and Project specific cost codes (which can be created in Sage 300 CRE® manually under Setup in Cost Codes) are synced up to the Project Cost Code list in Procore. Project specific codes are displayed in blue.

Sub Jobs/Extras

PROCORE	Exports data from Procore to Sage 300 CRE®	Imports data from Sage 300 CRE®  to Procore	Sage 300 CRE®
Code			Extra
Sub Job			Description
Cost Code1 Code Description			Cost Code Cost Code Description
Cost Type Cost Code Cost Type ID			Category Cost Code Category

¹ Both Standard and Project specific cost codes (which can be created in Sage 300 CRE® manually under Setup in Cost Codes) are synced up to the Project Cost Code list in Procore. Project specific codes are displayed in blue.

Companies

PROCORE	Exports data from Procore to Sage 300 CRE®	Imports data from Sage 300 CRE®  to Procore	Sage 300 CRE®
ERP Company ID1			Vendor
Name			Name
Address			Address
City			City
State			State
ZIP			Zip
Business Phone			Telephone
Business Fax			Fax Number

¹ Export note: The ERP Company ID is entered manually by an accounting approver when a company is exported from Procore to Sage 300 CRE®. This is stored as the ERP Company ID (you can view it in the company-level ERP Integrations tool under Companies or in the company-level Directory tool) and is then used on other company related exports (Commitments, Commitment CO’s).

Company Insurance

Company Insurance information is only imported into Procore from Sage 300 CRE® on synced companies. Insurance information is retrieved from the AP Vendor Insurance (Global Level) in Sage 300 CRE®. This is an optional setting that can be enabled by ERP Support.

PROCORE	Exports data from Procore to Sage 300 CRE®	Imports data from Sage 300 CRE®  to Procore	Sage 300 CRE®
Type			Pulls only the Sage 300 CRE® default insurance types (if entered) – General Liability, Automobile, Umbrella & Worker’s Insurance
Policy Number			General Liability Insurance Policy Number
Insurance Provider			General Liability Insurance Company
Limit Amount			General Liability Insurance Limit
Effective Date			General Liability Insurance Effective Date
Expiration Date			General Liability Insurance Expiration Date

Budgets

PROCORE	Exports data from Procore to Sage 300 CRE®	Imports data from Sage 300 CRE®  to Procore	Sage 300 CRE®
Original Budget			Original Estimate
Cost Code			Cost Code
Category			Category

Budget Modifications

When a Budget Modification is exported from Procore to Sage 300 CRE®, an import file for Job Cost is created. This import file is then run on the Sage server automatically to create the transactions in Sage 300 CRE®. This import file contains 2 types of records.

Budget Modifications populate a different accumulation “bucket” in Sage 300 CRE® than the original estimate.  Once posted, the Budget Modification can be found in Job Cost > Setup > Jobs > Estimate Totals > Approved Changes.

PROCORE	Exports data from Procore to Sage 300 CRE®	Imports data from Sage 300 CRE®  to Procore	Sage 300 CRE®
Sage Job ID			Job ID
Project Name			Job Name
Address			Job Address
City			Job City
State			Job State
Zip			Job Zip Code
From/To1			Cost Code ID Category Description Category ID
System date assigned at time of export			Transaction Date
Amount			Transfer Amount

¹ Typically Budget Modifications are used to move money from one budget line item to another, usually with a zero sum effect.

Commitments

Export from Procore only. 

PROCORE	Exports data from Procore to Sage 300 CRE®	Imports data from Sage 300 CRE®  to Procore	Sage 300 CRE®
Commitment Header			Commitment Header
Sage 300 CRE® ID			Subcontract #
Commitment Type1			Commitment Type
Title			Description
Contract Company2			Vendor ID
Date Created			Date
Default Retainage			Retainage
Commitment Item			Commitment Item
Sage 300 CRE® ID			Commitment ID
Description			Description
Sage 300 CRE® Job ID			Job
Cost Code			Cost Code
Type			Category
Qty3			Units
Unit Cost3			Unit Cost
Units3			Unit Description
Contract Amount or Subtotal4			Amount

¹ When a commitment is created in Procore you must select a type, Purchase Order or Subcontract. This is used as the commitment type for Sage 300 CRE®.

² The ERP Vendor ID associated with the Contract Company is used on the import file for Sage 300 CRE®. You cannot export a commitment for a Contract Company that does not have an ERP Vendor ID.

³ Typically Units, Unit Cost and Unit Descriptions are only used on Purchase Orders.

⁴ The field is titled Contract Amount when working in a Subcontract, and it is titled Subtotal when working in a Purchase Order.

Commitment Change Orders

Export from Procore only. When entering the SOV for a Commitment Change Order in Procore, you have the option of selecting an existing line item, or entering a new line item. If you select an existing line item, a single import file (with 2 records, the Commitment Change Order and Commitment Change Order Item) is created for Sage 300 CRE® to create the Commitment Change Order record and the approved committed cost transactions. If you add a new line item, there are 2 import files used for Sage 300 CRE®. One is used to create the new line item (Commitment Item) on the commitment, and the other with 2 records to create the Commitment Change order record and the approved committed cost transactions. The import file(s) is/are then run on the Sage 300 CRE® server automatically. 

The import file is used to create the Commitment Change Order and the corresponding Job Cost transactions. There will be a Commitment Change Order Item record in the import file for each Commitment Change Order Item that has been entered in the Schedule of Values in Procore. The transactions are placed in the new.jct file and will have a transaction type of “Aprvd Cmmtt Cst Chng” in Sage 300 CRE®. These transactions will update the totals in Job Cost for the Job, Cost Codes and Categories when that batch is posted.

PROCORE	Exports data from Procore to Sage 300 CRE®	Imports data from Sage 300 CRE®  to Procore	Sage 300 CRE®
Commitment Change Order			Commitment Change Order
Sage 300 CRE® ID			Commitment ID
Title			Description
System Date at Time of Export			Date
Status1			Status
Commitment Change Order Item			Commitment Change Order Item
Sage 300 CRE® ID			Commitment ID
Qty2			Units
Contract Amount or Subtotal3			Amount
Description4			Description
Sage Job ID4			Job
Cost Code4			Cost Code
Type4			Category
Unit Cost2,4			Unit Cost
Units2,4			Unit Description

¹ It is not possible to export a commitment change order with any other status than approved, so this is always the status on the import file.

²Typically Units, Unit Cost and Unit Descriptions are only used on Purchase Orders.

³The field is titled Contract Amount when working in a Subcontract, and it is titled Subtotal when working in a Purchase Order.

⁴Only when a New line item is selected when entering the SOV on the CCO.

Cost Forecast Data

If enabled, the information tracked in the Procore Budget for Forecast to Complete and Estimated Cost at Complete will be included in the export any time an original budget amount, or budget modfications are exported from Procore to Sage 300 CRE®. This is an optional setting that can be enabled using the Export Forecast Amounts feature under ERP Settings in the project Budget Configuration Settings. See How do I export cost forecast data from a Procore budget to Sage 300 CRE? for instructions.

For each budget line item, 2 transaction types (Misc worksheet1 and Misc worksheet 2) are created in Sage 300 CRE®. When posted, these will update the Msc cat amt 1 and Msc cat amt 2 fields on the Category record (Setup > Categories > MW and Custom Total).

PROCORE	Exports data from Procore to Sage 300 CRE®	Imports data from Sage 300 CRE®  to Procore	Sage 300 CRE®
Estimated Cost at Complete			Misc Worksheet 1
Sage Job ID			Job
Sage Sub Job ID			Extra
Cost Code			Cost Code
Cost Type			Category
System Date automatically assigned			Transaction Date
Estimated Cost at Complete			Amount
Automatically assigned 'Estimated Cost at Complete'			Description
Forecast to Complete			Misc Worksheet 2
Sage Job ID			Job
Sage Sub Job ID			Extra
Cost Code			Cost Code
Cost Type			Category
System Date automatically assigned			Transaction Date
Forecast to Complete			Amount
Automatically assigned 'Forecast to Complete'			Description

Job Costs

Import from Sage 300 CRE® only. Cost information is retrieved from Sage 300 CRE® for each Cost Code/Category on Synced projects for use in 2 locations in Procore, the Budget and the Job Costs report.

PROCORE	Exports data from Procore to Sage 300 CRE®	Imports data from Sage 300 CRE®  to Procore	Sage 300 CRE®
Budget
JTD Cost			JTD Cost
Direct Costs			JTD Cost - Commitment Invoiced1
Job Costs Report
Cost Code			Cost Code
Cat.			Category
Original Budget			Original Estimate
Original Budget Units			Original Estimate Units
Approved Budget Changes			Approved Estimate Changes
Approved Budget Unit Changes			Approved Estimate Unit Changes
Revised Budget			Total Estimate
Revised Budget Units			Total Estimate Units
Original Commitment			Original Commitment
Approved Commitment Changes			Approved Commitment Changes
Revised Commitment			Revised Commitment
Commitment Invoiced			Commitment Invoiced
Job to Date Cost			JTD Cost
Job to Date Actual Units			JTD Units
Job to Date Dollars Paid			JTD Dollars Paid
Month to Date Cost			MTD Cost
Month to Date Dollars Paid			MTD Dollars Paid
Month to Date Actual Units			MTD Units

¹This is a calculated column that displays the difference between the two database fields in Sage 300 CRE®.

Job Cost Transaction Details

Import from Sage 300 CRE® only. If this feature is enabled, all posted cost transaction details from the Current.JCT file in Sage 300 CRE® are imported into the Direct Cost tool for each project. This provides transaction detail for the costs displayed in Procore, and if the budget view is configured properly the values of those transactions can be viewed into the Direct Costs or JTD Cost columns for a budget line item.

PROCORE	Exports data from Procore to Sage 300 CRE®	Imports data from Sage 300 CRE®  to Procore	Sage 300 CRE®
Direct Cost Type			Cost Type
Invoice			AP Cost
Subcontractor Invoice			AP Cost (with Commitment)
Payroll			PR Cost
Expense			EQ Cost
Expense			IV Cost
Expense			JC Cost
Expense			AP Cost
Direct Cost General Information
Item Date			Accounting Date
Status			Automatically set to Approved
Description			Description
Vendor			Vendor (Only for transactions that originate from Accounts Payable)
Invoice #			Invoice (Only for transactions that originate from Accounts Payable)
Qty			Units
Unit Cost			Unit Cost
Amount			Amount

Prime Contract

Import from Sage 300 CRE® only. Contracts in Sage 300 CRE® can be created in the Contracts application (for jobs that have a Billing Method of Use Contracts), or in the Miscellaneous Worksheets task in Job Cost (for jobs that have a Billing Method of Use Quickbill). If the Billing Method on a job is Use Quickbill, a Billing Level must be specified. This Billing level will determine the level that the Schedule of Values (SOV) can be entered. The options are Job, Division and Section.  Regardless of how your prime contract information is recorded in Sage 300 CRE®, it can be imported into the Prime Contracts tool in Procore. The tables below provide details about the information that is imported into the Prime Contract tool in Procore depending on your Billing Method and Billing Level Settings in Job Cost. An SOV Item is created on the Schedule of Values tab in the Prime contract in Procore for each contract item entered on the contract in Sage 300 CRE®.

With the Job Billing level, Sage 300 CRE® will allow you to enter the Schedule of Value amount for the project at the job level under Tasks > Enter Miscellaneous Worksheets in Job Cost. This means a single, summarized, amount is all that can be entered for the project. When this type of Prime Contract is imported into Procore, there will be a single SOV item created on the Schedule of Values tab in the Prime contract.

With the Division Billing level, Sage 300 CRE® will allow you to enter the Schedule of Value amount for the project at the division level. This means a Schedule of Value amount can be entered for each cost code division on the job under Tasks > Enter Miscellaneous Worksheets in Job Cost. When this type of Prime Contract is imported into Procore, there will be a SOV item created on the Schedule of Values tab in the Prime contract for each cost code division that has a schedule of value amount entered in Sage 300 CRE®.

With the Section Billing level, Sage 300 CRE® will allow you to enter the Schedule of Value amount for the project at the section, or cost code, level under Tasks > Enter Miscellaneous Worksheets in Job Cost. This means a Schedule of Value amount can be entered for each cost code on the job. When this type of Prime Contract is imported into Procore, there will be a SOV item created on the Schedule of Values tab in the Prime contract for each cost code that has a schedule of value amount entered in Sage 300 CRE®.

PROCORE	Exports data from Procore to Sage 300 CRE®	Imports data from Sage 300 CRE®  to Procore	Sage 300 CRE®
General			Billing Method - Use Contracts
Contract #			Contract
Title			Description
Description			Description
Actual Completion Date			Work Completed
Contract Start Date			Work Started
Status			Status
Date Created			Assigned based on the date imported
Schedule of Values			Billing Method - Use Contracts
Description			Description
Contract Amount			Original Contract Amount
General			Billing Method - Use Quickbill
Contract #			Job
Status			Automatically set to Approved
Date Created			Assigned based on the date imported
Schedule of Values			Billing Method - Use Quickbill Billing Level - Job
Contract Amount			Original Contract Amount
Schedule of Values			Billing Method - Use Quickbill Billing Level - Division
Cost Code			Cost Code, Description
Contract Amount			Original Contract Amount
Schedule of Values			Billing Method - Use Quickbill Billing Level - Section
Cost Code			Cost Code, Description
Contract Amount			Original Contract Amount

Prime Contract Change Orders

Export from Procore only. Two transactions types are created in the Job Cost module when an approved Prime Contract Change Order is exported to Sage 300 CRE®. Approved Estimate Change transactions are created and these are used to update the Approved Estimate and Total Estimate on the job as well as Approved Scheduled Value Transactions, which are used to update the Approved Changes and Total Contract amounts on the job. Markups used on a Prime Contract Change Order in Procore are included in the Approved Scheduled Value changes and can be sent to the Approved Estimate Changes as well.

For Estimate Update Details, there will be a transaction created for each SOV item that has been created in the PCO in Procore. The transactions are placed in the new.jct file and will have a transaction type of Approved Estimate Change in Sage 300 CRE®. These transactions will update the totals for the Job, Cost Codes and Categories in Job Cost when that batch is posted to the current.jct. Each transaction will include the PCCO number from Procore in the Chg Mgt Ref 1 field.

For Approved Schedule Value Changes, the Sage 300 CRE® API will attempt to post these entries automatically when they are created in the new.jct file in Job Cost. If the job has a billing method of Use Contracts, once the entries are posted in Job Cost, it will also send transactions to the Contracts application to update the information there as well.

PROCORE	Exports data from Procore to Sage 300 CRE®	Imports data from Sage 300 CRE®  to Procore	Sage 300 CRE®
			Approved Estimate Change (Job Header)
Sage Job ID			Job
Project Name			Job Name
Address			Job Address
City			Job City
State			Job State
ZIP			Job Zip Code
			Estimate Update Details
Cost Code			Cost Code ID
Cost Type			Category ID
Cost Type			Category Description
System date assigned at time of export			Transaction Date
Contract Amount			Amount
# (Prime Contract CO #)			Chg Mgt Ref 1
Automatically assigned as HH2			Chg Mgt Ref 1
			Approved Schedule Value Changes
Sage Job ID			Job
Automatically assigned as Approved Schedule Value Change			Transaction Type
System date assigned at time of export			Transaction Date
Sage Contract ID			Contract
Contract Item Code1			Contract Item
Contract Change Amount			Amount
# (Prime Contract CO #)			Chg Mgt Ref 1
Automatically assigned as HH2			Chg Mgt Ref 1

¹ If the option to create a new line item on the prime contract was selected during the entry of the PCO in Procore, the accounting approver will be prompted to assign the new Contract item ID number at the time of export. The Contract item Code entered is used to create the new item on the Contract in the Contracts application during this process. This item will be created with no original contract amount, the only value it will have is the approved change amount of the PCCO.

Subcontractor Invoices

Export from Procore only. When an invoice is exported from Procore to Sage 300 CRE®, an import file is created for the Accounts Payable module. This import file is then run on the Sage 300 CRE® server automatically to create the invoice record in Sage 300 CRE®.

Note: The Current Payment Due that is displayed on the Ready to Export screen in the ERP Integrations tool under Subcontractor Invoices does not include the amount on the invoice for Retainage. Procore will send the Original amount and Retainage Amounts to Sage 300 CRE® separately as the Current Payment Due is a calculated amount in Sage 300 CRE® Accounts Payable (Original Amount - Retainage).

PROCORE	Exports data from Procore to Sage 300 CRE®	Imports data from Sage 300 CRE®  to Procore	Sage 300 CRE®
			Header
Contract Company			Vendor
ERP ID1			Invoice
Description2			Description
Billing Date			Invoice Date
Total Completed and Stored to Date			Original Amount
Total Retainage			Retainage
Accounting Date3			Acct Date
			Distributions
Commitment #			Commitment
Project #			Job
Sub Job #			Extra
Cost Code			Cost Code
Budget Code			Category
Description of Work			Description
Work Completed this Period			Amount
Work Retainage			Retainage

¹ The Invoice Number from the Subcontractor Invoice entered in Procore will prefill into the ERP ID field on the Ready to Export screen in the ERP Integrations tool under Subcontractor Invoices, however the accounting approver can modify this before the Invoice is exported from Procore to Sage 300 CRE®. The value that was entered in the ERP ID field at the time of export is stored as the Sage 300 CRE® ID (you can view it in the Synced section under in the ERP Integrations tool under  Subcontractor Invoices).

² The description for an invoice that will be created in Sage 300 CRE® can be entered  into the Description field by an accounting approver on the Ready to Export screen in the ERP Integrations tool under Subcontractor Invoices. If no description is entered at the time of export the Description field will be blank on the invoice created in Sage 300 CRE®. 

³ This is filled automatically based on the Billing Date of the Invoice in Procore, but can be overridden at the time of export on the Ready to Export screen in the ERP Integrations tool under Subcontractor Invoices.

See Also 

• About Procore + Sage 300 CRE®
• Things to Know about Sage 300 CRE®: Integration Details Reference Page