Things to Know about the Project Financials + Vista Connector

• Authenticate and verify user access permission.
• Securely package and synchronize data between Procore and Vista.

General Settings
If you are integrating Procore with Vista, your Procore point of contact will configure these general settings:

• Default Project Template
  If you have created a project template in the Porfolio tool, you can select that template from the drop-down list. This will apply the template to the Procore project that is created when you import a Vista job.

• Default Subcontract Commitment. 

• Cost Type for Converted Bids. 

• Subcontract Commitment SOVs.

• 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 setting 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 setting only affects CCOs created in Procore. Users retain the ability to change the CCO ID in Procore).

• Automatically add new cost code/category combinations to budgets on projects integrated with Vista
  Mark this checkbox if you want Procore to automatically add the cost code/category combination 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 Vista 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 Vista
    For the Vista, the Budget's 'Direct Cost' column can either be read only and populated with data fromVista or editable and not populated from Vista.
    OR

  • Editable, do not populate from Vista
    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 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 Vista.
    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 Vista.

• When your company has enabled the Company level ERP Integrations tool in Procore and configured it to work with the Vista connector, automatic synchronization occurs once every hour by default. The auto-sync schedule cannot be changed. 
• Compliance documents for subcontracts synced with Procore are imported from Vista every four hours. 

• Custom WBS Segments are NOT supported.
• New cost codes must be created in your ERP system and cannot be created in Procore. 
• Cost codes preferences are available within your company's Admin tool under Company Settings. 
• If you will be integrating at least one (1) project with Vista, you should always enable the 'Available for use on new projects' option. 
• If you want to review the codes on the list, click Edit to open the Vista Standard Cost Codes page.
• If a cost code has been deactivated, you cannot add it to a project unless you reactivate it first.
• Projects using the Standard Cost Code list cannot be integrated with Vista.
• The Standard Cost Code list is either the default list that is included with Procore or a custom cost code list that was imported for your company.
• The ERP Standard Cost Code list must be selected to sync a project's financial data.

• Project level cost codes must be added to the project from the Company level ERP Standard Cost Code List. 
• You can add new WBS codes and cost type assignments in Vista and then refresh the WBS codes on your project to use the newly added codes.
• Any project level cost codes that are not synced will automatically sync with your ERP when exporting your budget.

• You can select whether to sync the payment address or the purchasing address of vendors in Vista. The selected address will be used during the import of Vista vendors into your Procore account's Company level Directory. This feature is available during the implementation of the Vista integration.

• It's strongly recommended that before adding a new company to Procore from Vista, you first try to link any Vista vendors that already exist in your Procore account's Company level Directory.

• If you have a vendor record in Vista that you will not be using in Procore, you should archive it in Procore.

• After a vendor record from Vista is linked to a company record in Procore, 'Address' changes will not sync between the two systems unless the 'Vendors will be automatically updated' setting in the Company level ERP Integrations tool is enabled.
  • If this setting is enabled, changes to the company's address or phone number in Vista will sync with the linked Procore company record to maintain an exact match between the two systems.
  • This setting is available because the 'Address' in Vista pertains to the vendor's billing address, which may be different from the mailing address that your project management team needs to use for job related correspondence.

• The following insurance fields in a Procore company record are locked when Procore's data is synced with Vista:
  • Insurance Type (e.g., General, Automotive, Umbrella, and Worker's), Effective Date, Expiration Date, Limit, Name, and Policy Number. 
  • You must make any necessary updates to these fields in Vista.
• During the Implementation Process, your Procore point of contact will work with your company's Procore Administrator to determine whether or not your system will be configured to sync vendor insurance information from Vista into Procore. 

• 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.

• If you choose to import a job from Vista in order to create a new Procore project, you can select the project template that you want to apply to your new project in the 'Integration Settings' page for the ERP Integrations tool. 
• It is required that you always perform the project import before creating any commitments (i.e., subcontracts or purchase orders) in Procore.
• Before you can export a project from Procore to Vista, it must satisfy the following requirements: 
  • Liability Template. Must have a liability template for the Procore project.
  • State Code. Must have a state code in the address of the Procore project.

Syncing

• You can export budgets containing original line items with $0 values from Procore to Sage Intacct®.

Prerequisites for Budget Export

• You must assign a cost type to each project cost code to export your budget, regardless of whether the cost code is included in the budget.

• After exporting a budget from Procore to Vista, the import function (i.e., from Vista to Procore) will no longer be available for that job/budget.

• The original estimate must be posted in Vista prior to performing the import. 
• The Budget tool must be enabled on your Procore project. 
• The Vista job must be synced with your Procore project. 
• The project's budget must be unlocked. 

• The ERP Integrations tool does NOT sync 'Unit of Measure (UOM)' and 'Unit Qty' values between systems. Currently, the Budget sync is amount-based only. This means you must manually enter the units in both Procore and Vista. 

• If a Cost Code/Cost Type combination exists on the job in Vista, its cost estimate must be greater than zero (>$0) in order to create a budget line item in Procore.
• Any updates on the original estimate that have been entered in Vista will be moved to Procore during the import (or re-import) process with the integration.

• Budget modifications sync with estimate changes in Vista.

• Line items with a "?" will not allow a user to create a Budget Change into/from the line item. 
• Once a budget change has been created, it cannot be edited or deleted. 

• ID Number. Must be 30 characters or less. 
• Title. Must be 60 characters or less. 
• Contract Company. Must be linked to a synced Vista vendor. 
• Status. For purchase orders, the status must be set to 'Approved'. For subcontracts, the status can be set to 'Approved' (this is the recommended setting) or 'Complete.'
• Schedule of Values (SOV). Must include at least one (1) line item with an Vista 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).

• If desired, you can configure your default settings to use your Procore Contract Number for an exported commitment's Vista ID field. If enabled, the Vista 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.)

• You can import compliance documents from synced subcontracts in Vista into Procore commitments. See Sync Vista™ Compliance Documents with Compliance in Commitments.

• When a synced CCO is deleted from Procore, the delete action is captured in the individual item's Change History tab.

• To add a Schedule of Values (SOV) line item to a CCO, it must be tied to an existing cost code and category.
• Vista 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 Vista as a single (aggregated) value. 

• Before you can export a CCO from Procore to Vista, it must satisfy the following requirements: 
  • Number (#). Must be an integer and five (5) characters or less.

• 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. 

• Billing Date. This date in Procore is transferred to Vista as the Date on a bill. 
• Invoices whose total amount equals zero dollars cannot be sent to Vista. These invoices will NOT be synced when exported. 
• Retainage is released automatically with Vista. 
• Materials Presently Stored and Materials Retainage are not supported with the Vista integration. These values will be ignored when sending invoices to Vista. 

• The Commitments tool must be active on the desired project(s).
• The Invoice Tool must be active.
  • Contact support to turn on Subcontract Invoice Export for the integration.
• The Payments Issued tab must also be enabled in the project's Commitments tool. 
• The subcontractor invoice for which a payment is being made must first be exported to Vista before payment data can be synced. 

• Check and Credit Card payments in Vista.
• Full and partial payments in Vista. 
• Changes made to a payment after it is synced. For example, voiding a check. 

• Invoices that were created in Procore and sent to Vista as AP Unapproved invoices are out of scope. 
• There are no special considerations being made for retainage payments as part of this feature.    
• Voided payments in Vista:
  • When voiding payments in Vista you will be presented with a check box called “Record CM Reference as Void - number cannot be reused“. When NOT checking this box, instead of updating the payment header as “Voided“, Vista will delete the payment (check number) from the database.  If the above box is not checked one of the following actions must be taken to void this payment in Procore: 
    • Contact support to request that they unlink the payment from the ERP. Once the payment is unlinked, the user can delete the payment record from Procore. 
    • Manually create an additional payment record in Procore with a negative amount to cancel out the original amount, and a note stating “VOIDED”. Please note that this is not an update to the original payment, but rather an additional payment record. 

• Users cannot edit synced payments in Procore. 
• Synced payments deleted in Vista are not deleted automatically from Procore. To delete a synced payment, contact support. Include details such as project number, commitment number, and invoice number, as well as details about the specific payment.

• Enable the Prime Contracts tool. 
• Add the Prime Contracts tool to the Project Tools menu. 
• Create a prime contract in Vista so you can import. Refer to your Vista documentation for instructions.

• If you choose to update the prime contract in Vista, you will need to manually sync and re-import your changes to Procore. 
• You will not be able to sync a prime contract when:
  • The prime contract is in unapproved state. 
  • The prime contract does not belong to a synced job.
  • The prime contract has inadvertently been added to more than one (1) project in your company's Procore account. 
• Within your ERP Integration settings, ERP Admins can enable the ability to designate your prime contract as either Unit-based or Amount-based before importing to Procore.

• Ensure that the project's prime contract has been imported to Procore from Vista. 
• If any changes have been made to the Prime Contract in Vista, ensure that those changes are synced to Procore.
• Create or update the PCCO in Procore.
• Before you can send a PCCO to the ERP Integrations tool, it must also satisfy these prerequisites:
  • Title. Must be 30 characters or less. 
  • Number (#). Must be five (5) characters or less. 
  • Status. Must be in the Approved status.

• When resetting PCCOs, Procore will not check the ERP system before resetting your PCCOs.
• If you want to resend the PCCO, you must delete it in Vista before resending.
• You can view the 'Quantity', 'Unit of Measure (UOM)', and 'Unit Cost' fields without any values for line items in PCCOs. Currently, these fields cannot be edited because the Procore + Vista integration does not support this capability.

• Syncs summary level job cost information into a custom 'ERP Direct Costs' column in the appropriate budget view.

• Consider utilizing the Budget tool's 'View Direct Cost Details' granular permission in your permission templates to control who can and cannot click a value in the 'Direct Costs' column of a budget view to open a popup window that shows job cost transaction detail in the Budget tool.  

• 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.

• 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.

• The Vista cost data from the original estimate must first be synced with Procore's Budget tool.
• The imported data and the 'Estimated Cost to Completion' value in Procore can then use Procore's 'Forecast to Complete' options to calculate the values to export to the integrated Vista system. 
• When exporting forecast information for a project, ALL of the budget views that include ERP source columns on your integrated projects must be set to use the same calculations for the  'Forecast to Complete' and 'Estimated Cost at Completion' columns. If not, it is possible that the export will send incorrect or unexpected values to Vista.