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Procore

Things to Know about the Project Financials + Sage Intacct® Connector

Background

Each of Procore's available ERP connectors perform the basic function of syncing data between the ERP system and Procore, usually in the same way as other connectors. However, each connector has a unique set of items it can sync, and the way those items are synced will vary based on how that ERP system and its corresponding integration are built to function. 

Sage Intacct®, like all ERP integrations, has some key considerations, limitations, and things to know about how each Procore object is synced. Those considerations, limitations, and things to know are outlined in the table below according to tool or item being synced.

Things to know about the Sage Intacct® Connector

Procore Item or Setting

Considerations, Limitations, and Requirements

configuration settings & sync schedule

  • Prerequisites
    • Sage Intacct® subscriptions
      • In order to use Procore's integration with  Sage Intacct®, the following subscriptions will need to be enabled in Sage Intacct®:
        • Web Services
        • Construction
        • 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 finished.
  • Connection requirements
    • Within Procore:   Your Integration Implementation Specialist will ask you to add the required DMSA Apps to your account.
    • Data exports instantly; imports can be requested by Admins.

COMPANY LEVEL work breakdown structure (wbs)

  • Notes: 
    • If you will be integrating one (1) or more projects with Sage Intacct®, you should always enable the 'Available for use on new projects' option.
    • If a cost code has been deactivated, you cannot add it to a project unless you reactivate it first.

PROJECT LEVEL work breakdown structure (wbs)

  • Prerequisites
    • To add Sage Intacct® standard cost codes to a project, the ERP Integrations tool must be enabled on the project. 
    • The Sage Intacct® job must be added as a Procore project
  • Notes:
    • If a user adds new Project level cost codes to the Sage Intacct® Standard Cost Code List, those updates must be sent to the ERP Integrations tool so the changes can be reviewed by an accounting approver.
  • Additional Information:
    • If a new cost code that already has a different cost type assignment in Procore is approved/updated, both cost type assignments will be tied to the cost code.
    • Existing cost code descriptions in Sage Intacct® will not be overwritten. For example, if the cost code already has a description in Sage Intacct® that's different from the cost code's description that appears in Procore, the cost code's description in Sage Intacct® will stay the same.

companies

  • Limitations
    • After a company record from Sage Intacct® is linked to a company record in Procore, any 'Address' changes are not synced between the two systems. This is because the 'Address' in Sage Intacct® pertains to the company's billing address, which may be different from the mailing address that your project management team needs to use for job related correspondence.
  • Additional Information
    • It's strongly recommended that you first try to link any Sage Intacct® companies that already exist in your Procore Company level Directory before adding new companies to avoid duplication.

projects

  • Project Export Requirements:
    • 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.
    • 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 Intacct®.
    • If your cost codes already have cost type assignments, your company has already configured the cost type assignments for your cost codes. 
    • When entering your project data, be aware of the following requirements:
      • Project Name. Sage Intacct® imposes a maximum of 200 characters limit. If your project name exceeds this limit, your project name will be truncated in Sage Intacct®.
      • Active Project. Sage Intacct® requires you to set your new project as 'Active' in Procore. 
  • 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 Sage Intacct®. 

SUB JOBS

  • Considerations
    • If you have created an 'Sub Job' in Sage Intacct®, you can import it into your Procore project. Before the synchronization process add the 'Sub Job' to your Procore project, the information will appear in the 'Sub Jobs' tab of the company's ERP Integrations tool.
  • Synchronized data will include the following:

    • Sub Job Cost Codes
    • Sub Job Categories
    • Original Estimate
  • Additional Information
    • You cannot delete a Sub Job if there are cost codes tied to that Sub Job.
    • When editing a sub job description, the new description entry must exactly match the change you made to the sub job in your ERP system.

BUDGET

  • Prerequisites for Export from Procore:
    • Add the Sage Intacct® Job to Procore. 
    • Create or update the project budget:
    • The budget must be locked before the export.
    • Ensure the project's cost codes are updated with the synced job in Sage Intacct®.
  • Restrictions:
    • The ability to unlock the Procore budget, resend data to Sage Intacct®, add budget line items, and create budget modifications will be disabled until the export from Procore to Sage Intacct® is complete.
  • Limitations:
    • The Procore + Sage Intacct® integration does NOT sync 'Unit of Measure (UOM)' and 'Unit Qty' values between systems. Currently, the Budget sync is amount-based only. 
    • The Procore + Sage Intacct® integration does NOT sync Prime Contract Change Orders to Sage Intacct® as Budget Revisions, even though these impact the budget as such in Procore. In order to sync budget revisions to Sage Intacct®, those revisions must be entered into Procore as budget changes or revised budget estimates. In other words, the revisions must be entered via the Budgets Tool, not the Prime Contract Tool. 

ERP BUDGET VIEWS

  • Additional Information:
    • Any custom budget views that you create for Sage Intacct® must contain all of the required ERP data columns. This ensures that Procore can send the required budget data to the company's ERP Integrations tool for acceptance for export to the integrated ERP system by an accounting approver. 

COMMITMENTS

  • Prerequisites:
    Before you can send a commitment to the ERP Integrations tool, it must satisfy these prerequisites:
    • ID Number. Must be fewer characters that the limitation set in Sage Intacct®.
      Note: Your Procore integration implementation specialist can set this limitation within Procore itself, so that your users are restricted from surpassing it. If this has not been configured, then there will be no length limitation in Procore, only that in Sage Intacct®. 
    • Title. For Sage Intacct®, the title must be 35 characters or less.
      Note: You cannot save a commitment that does not meet this criteria.
    • Start Date. For Sage Intacct®, you must enter a Start Date for the commitment.
      Note: You cannot save a commitment that does not meet this criteria.
    • Contract Company. Must be linked to a synced Sage Intacct® vendor. See Link a Sage Intacct® Vendor to a Procore Company.
    • Status. For subcontracts, the status must be set to 'Approved' or 'Complete.'
    • Schedule of Values (SOV). Must include at least one (1) line item, and all line items must contain Sage Intacct® cost codes.
  • Additional Information:
    • If desired, you can configure your default settings to use your Procore Contract Number for an exported commitment's Sage Intacct® ID field. If enabled, the Sage Intacct® ID will auto-populate with the Procore Contract Number, however, the value can still be edited (Note: Enabling this setting requires 'Admin' level permission on the ERP Integrations tool.) 
  • Limitations:
    • To sync a commitment, all a Schedule of Values (SOV) line items must be tied to a cost codes and categories from your ERP-synced lists of Standard Cost Codes and Cost Types.
    • Commitments synced to Sage Intacct® will NOT contain details regarding tax codes. 
    • After the commitments on a project have been synced with a company's Sage Intacct® system, Procore automatically restricts your ability to edit synced fields on a commitment. This is to ensure that the data remains in sync on both systems. The fields that cannot be edited after a sync include:

      • Contract Company
      • Status
      • Schedule of Values (SOV) sub tab (all fields)
    • If you need to delete a commitment after its been synced with your Sage Intacct®, you must first disconnect the link that exists between the two records in each system.
    • Once deleted, the commitment's data is permanently removed from Procore and cannot be retrieved.

COMMITMENT CHANGE ORDERS (CCO)

  • Minimum Requirements:
    In order to send a CCO in the Change Orders tool when the integration with Sage Intacct® is active, the CCO must satisfy these requirements:
    • Title: Must be 35 characters or less.
      Note: You cannot save a CCO that does not meet this requirement.
    • Due Date: The due date field must be entered. This corresponds to the 'Date' in Sage Intacct®.
      Note: You cannot save a CCO that does not meet this requirement.
    • Contract Company. Must be linked to a Sage Intacct® vendor. 
    • Status. Must be 'Approved.' 
    • Schedule of Values (SOV). Must include at least one (1) line item with a Sage Intacct® Cost Code. (Note: You can only add a line item to the commitment's SOV if its linked to an existing cost code and category.)
  • Additional Information:
    • If desired, you can configure your default settings to use your Procore Change Order Number for an exported commitment's Sage Intacct® ID field. If enabled, the Sage Intacct® ID will auto-populate with the Procore Change Order Number. However, the value can still be edited. (Enabling this account-wide configuration setting requires 'Admin' level access on the ERP Integrations tool.)
  • Limitations:
    • If a line item on a CCO creates a new line item on the original contract, that new line item will not be reflected on the Sage Intacct® contract. However, the CCO's line item will still be sent to Sage Intacct®. 
    • To add a Schedule of Values (SOV) line item to a CCO, it must be tied to an existing cost code and category.
    • If a line item on a CCO creates a new line item on the original contract, that new line item will not be reflected on the Sage Intacct® contract. However, the CCO's line item will still be sent to Sage Intacct®. 
    • Procore does not permit users to delete synced commitments, so you must first unlink the records in the two systems to allow for deletion.
    • You cannot delete an 'Approved' change order. The status must be adjusted prior to deletion.
    • After a synced CCO is unlinked and deleted, the data is permanently removed from the system and cannot be restored.

subcontractor invoices

  • Additional Information:
    • Billing Date. This date in Procore is transferred to Sage Intacct® as the Date on a bill. 
    • Invoices whose total amount equals zero dollars cannot be sent to Sage Intacct®. These invoices will not be synced when exported. 
    • Materials Presently Stored and Materials Retainage are not supported with the Sage Intacct® integration. These values will be ignored when sending invoices to Sage Intacct®. 
    • After invoices are sent, users will NOT be able to edit the invoice in the Commitments tool (with the exception of editing the invoice's attachments). 
  • Minimum Invoice Requirements:
    • Before you can send an invoice from the Commitments tool to the ERP Integrations tool, the invoice must be in the Approved, Approved as Noted, or Pending Owner Approval status. 

PRIME CONTRACT

Prime Contract imports are not supported for Sage Intacct®

PRIME CONTRACT CHANGE ORDERS (PCCO)

PCCO exports are not supported for Sage Intacct®

JOB TO DATE COSTS

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

Direct Costs

  • Requirements:
    The steps for enabling job cost transaction detail syncing are:
    • A user with 'Admin' permission on the project's Admin tool must enable the job cost transaction detail syncing capability. 
    • Your Procore Administrator must update your project's budget view(s) to complete these steps:
      1. If you have previously added columns to your budget view for job cost summary information, you will need to remove both the existing 'ERP Direct Costs' calculated column and the 'ERP Job to Date Costs' source column. 
      2. After removing these columns, you will need to add the recommended columns for job cost transaction detail syncing to your budget view(s).