Table of Contents
On these pages, we will walk through a number of key things to know as you prepare for and complete your implementation of the Sage Intacct® integration.
If you have questions, be sure to direct them to your Integration Implementation Specialist or your Procore point of contact.
The navigation menu to the left will walk you through each of the key things to know and will highlight action items required of you.
In order to use Procore's integration with Sage Intacct®, the following subscriptions will need to be enabled in Sage Intacct®:
To enable these, go to Company → Admin → Subscriptions
Find ‘Web Services’ and click on it to Subscribe.
Repeat the process for "Construction Subscription". Sage Intacct® will have an additional charge for this. Please consult your Sage reseller about this.
Click Done when finish.
Web Server Users are used to access the Sage Intacct® data. They are automatically limited to the API through Web Service access. In other words, they can't be used to log into the company through the User Interface.
In Sage Intacct® navigate to Company → Admin → Web Service Users
Click ADD
Input values for these fields
Enter a User ID for this user. This cannot be the User ID of an existing standard user.
Enter a Last name for this user
Enter a First name for this user
Enter the Email address for this user.
Enter a User name, which will identify user in the Web Services Users list.
For the User Type, select Business User
The Admin privileges should be set to Full
Status should be set to Active
Navigate to the Roles information tab.
Select a role that has "Full Admin" rights
Click SAVE
To confirm that the Role has Full Admin permissions, do the following
In Sage Intacct®, navigate to Company → Admin → Roles
Find the Role assigned to the Web Service User
Click on SUBSCRIPTIONS
Click on Permissions on the first module.
Confirm Permission is set to "All" and click Save
Repeat this process for each module after that.
Click SAVE
Add the Procore Sender ID to the allowed list.
1. Company → Setup → Company
2. Click Edit
3. Click on the Security tab
4. Go to the section labeled Web Services authorizations and add the Sender ID ProcoreMPP-DEV
To reduce the number of issues when the Province/State do not match the country code on the Vendor setup, use the Use ISO country code option in Sage Intacct®.
Three specific Purchasing Transaction Definitions will be required in order to export commitments from Procore to Sage Intacct®.
PC Purchase Orders
PC Subcontracts
PC Change Orders
PC Commitment Invoices
These transaction definitions can be configured to meet your organization’s needs combined with the following Procore specific requirements.
Create a PC Purchase Orders Transaction Definition:
Navigate to Purchasing → Setup → Transaction Definitions
Click ADD
Input the following values into the Properties section:
Template name: PC Purchase Orders
Description: This field is optional, but can be Procore Purchase Orders.
Template type: Order
Workflow category: Order
Status: Active
Ensure that Enable primary document workflow is checked
Ensure that Enable Change order workflow is checked
Document type: Source Document
Transaction numbering will not need to be enabled
Now enter values into the Accounting section
For Transaction posting, it needs to be set to "Do not post". If you need another selection, please consult with your Sage Intacct® consultant.
Be sure that Enabled retainage is selected as in the below screenshot.
Now enter the values into the Workflow section
In the Partial conversion handling section, select Leave Transaction Open
For the Default AP term, from the dropdown menu select the most common AP term, such as Net 30.
Under the Additional information section, ensure that Enable Scope and Enable external reference are selected
If you selected General Ledger for Transaction posting, please consult your Accounting team on what to use on the Posting Configuration tab.
Navigate to the Security Configuration tab.
For the Document permissions section, the following settings will need to be applied:
The Edit policy needs to be set to "All".
The Allow edit of vendor should be set to "Never".
The Delete policy needs to be set to "All".
The Create policy needs to be set to "New document or Convert"
The option Create transactions in needs to be set to "Top level or Entity"
Click Save
Create a PC Subcontract Transaction Definition:
Navigate to Purchasing → Setup → Transaction Definitions
Click ADD
Input the following values into the Properties section:
Template name: PC Subcontracts
Description: This field is optional, but can be Procore Subcontract
Template type: Order
Workflow category: Order
Status: Active
Ensure that Enable primary document workflow is checked
Ensure that Enable Change order workflow is checked
Document type: Source Document
Transaction numbering will not need to be enabled
Now enter values into the Accounting section
Be sure that Enabled retainage is selected as in the below screenshot.
Now enter the values into the Workflow section
In the Partial conversion handling section, select Leave Transaction Open
For the Default AP term, from the dropdown menu select the most common AP term, such as Net 30.
Under the Additional information section, ensure that Enable Scope and Enable external reference are selected
If you selected General Ledger for Transaction posting, please consult your Accounting team on what to use on the Posting Configuration tab.
Navigate to the Security Configuration tab.
For the Document permissions section, the following settings will need to be applied:
The Edit policy needs to be set to "All".
The Allow edit of vendor should be set to "Never".
The Delete policy needs to be set to "All".
The Create policy needs to be set to "New document or Convert"
The option Create transactions in needs to be set to "Top level or Entity"
Click Save
Create a PC Change Orders Transaction Definition:
Navigate to Purchasing → Setup → Transaction Definitions
Click Add
Input values into the Properties section
Template name: PC Change Orders
Description is optional, but can be Procore Change Orders
Template type: Order
Workflow category: Order
Status: Active
Ensure that Enable Change order workflow is checked
Document type: Change Document
Transaction numbering will now need to be enabled, can be setup in Company → Setup → Document numbering
This can be called anything, but recommended is "Commitment Change Orders".
Now enter values into the Accounting section
For Transaction posting, consult with your Sage Intacct® consultant on whether you will want to make posting entires or not.
Be sure that Enabled retainage is selected.
Enter the following values into the Workflow section:
6. Under the Additional information section, ensure that Enable Scope and Enable external reference are selected
Note: If you selected General Ledger for Transaction posting, please consult your Accounting team on what to use on the Posting Configuration tab.
Navigate to the Security Configuration tab.
For the Document permissions section, the following settings will need to be applied:
The Edit policy needs to be set to "All".
The Allow edit of vendor should be set to "Never".
The Delete policy needs to be set to "All".
The Create policy needs to be set to "New document or Convert"
The option Create transactions in needs to be set to "Top level or Entity"
Click Save
Create a PC Commitment Invoices Transaction Definition:
In order for subcontracts and commitments to be exported successfully from Procore to Sage Intacct®, two Unit of Measure Groups, called EA and Is, will need to be created.
The Procore and Sage Intacct® integration is hard coded to use two Unit of Measure Groups: EA and Is.
To create the Unit of Measure Groups follow the steps below in order, twice. First to create the group EA and again to create the group Is:
In Sage Intacct®, go to Purchasing → Setup tab → More → Units of measure
Click the Add button to add a new Unit of measure group.
In the Unit of measure group name field, enter EA for the name for the unit of measure group (or Is if EA has already been created).
In the Base unit field, enter EA (or Is if EA has already been created).
In the Abbreviation field, enter abbreviation EA (or Is if EA has already been created).
Enter all of the Units of Measure you want to use from Procore in the related units section. For example, ls is used for lump sum, ea and Each are used for Each. These can also be added to an existing Unit of Measure group if needed.
When you have completed entering the related units, click Save. The Units of Measure list appears and displays the new Unit of Measure Group.
NOTE: Any Unit of Measure used in Procore will need to be set up in Sage Intacct® as a Unit of Measure Group.
When using the Procore integration with Sage Intacct®, two Custom Fields will need to be created: PC Account Type and PC Cost Types
To create those fields, navigate to Platform Services → Custom Fields or to Customization Services → Custom Fields
The first custom field is called PC_ACCOUNT_TYPE.
Click Add
On "Step 1: Choose Object to Extend" select GL Account and click Next
On "Step 2: Choose Field Data Type" select Picklist and click Next
On "Step 3: Choose Pick List Field Characteristics" enter the following:
For the Label enter PC Account Type
Enter for Pick Values: Payroll, Expense, and Cash per snippet below
Type in the Field ID box, PC_ACCOUNT_TYPE and click Next
Click Done
The second custom field is called PC_COST_TYPES
Click Add
On "Step 1: Choose Object to Extend" select GL Account and click Next
On "Step 2: Choose Field Data Type" select Picklist and click Next
On "Step 3: Choose Pick List Field Characteristics" enter the following:
For the Label enter PC Cost Types
Enter for Pick Values: Payroll and Expense per snippet below
Type in the Field ID box, PC_COST_TYPES and click Next
Click Done
Once this is done, these will need to be added to the GL accounts that will bring costs over to Procore.
An Item ID needs to be set up for your Standard Cost Types.
Each Standard Cost Type needs to have an Item assigned to it.
Go to Purchasing → Setup → Items
Click Add to add a new Item.
The Item type has to be Non-Inventory.
Enter the Item ID, such as M for Materials
Enter the Name for the Item ID, such as Materials.
Select the Base unit of EA from the list.
Note: This is required for using commitments imported from Procore.Click Save when done.
Sage Intacct® has the ability to have hierarchical cost types. Procore does not support hierarchical cost types. All cost types used in the Procore/Sage Intacct® integration will be the Parent Cost Types that are setup in Sage.
Steps to create a Standard Cost Type.
Got to Projects → Setup → Standard cost type catalog
Click the Add button
For the ID, enter the ID needed for this cost type
A Name is required for the Cost Type. Enter an appropriate name for the Cost Type
Select the appropriate GL account
Select the appropriate Item from the drop down menu
Other fields on this setup are optional.
Click the Save button
Sage Intacct® refers to Standard Cost Codes as Standard Tasks. When setting up a Standard Cost Code in Sage Intacct®, the ID will need to include the Parent ID.
Steps to create a new Standard Cost Code (Tasks) in Sage Intacct®:
Click the Add button
For the ID, enter the ID needed for this task including the Parent ID
A Name is required for the Cost Type. Enter an appropriate name for the Cost Type
Select the Parent ID from the drop-down menu
Other fields on this setup are optional.
Select the Standard Cost types needed for this task.
Click the Save button
NOTE: Cost codes (Standard tasks) must use either the dash/hyphen as the delimiter or use the dot. A combination dashes and dots is not supported.
Please discuss with your Integration Implementation Specialist about entitiy support in Sage Intacct®.