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Procore

Sync Viewpoint® Vista™ Payments with Payments Issued in Commitments

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Objective

To sync bill payments made in Viewpoint® Vista™ with the Payments Issued tab in Procore commitments. 

Background

If your company has enabled the ERP Integrations tool and configured it to work with Viewpoint® Vista™, your project's accountants can enter bill payments in Viewpoint® Vista™ against bills synced from Procore and then export those payments into Procore. This feature automatically imports the specified Viewpoint® Vista™ payments into the Payments Issued tab for subcontracts and purchase orders in the Commitments tool. 

Things to Consider

  • Required User Permission:
    • To view payments made against subcontractor invoice, 'Read-Only' level permission or higher on the project's Commitments tool. 
    • To change the configuration settings in the ERP Integrations tool, 'Admin' level permission on the ERP Integrations tool. 
  • Requirements:
    • The ERP Integrations tool must be configured for Viewpoint® Vista™. 
    • The Commitments tool must be active on the desired project(s). 
    • The Invoice Tool must be active.  
    • The Payments Issued tab must also be enabled in the project's Commitments tool. 
  • Prerequisites:
    • The subcontractor invoice for which a payment is being made must first be exported to Viewpoint® Vista™. 
  • Supported Items:
    The sync process supports the following payments:
    • Check and Credit Card payments in Viewpoint® Vista™.
    • Full and partial payments in Viewpoint® Vista™. 
    • Changes made to a payment after it is synced. For example, voiding a check. 
  • Limitations:
    • Invoices that were created in Procore and sent to Viewpoint® 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 Viewpoint® Vista™:
      • When voiding payments in Viewpoint® 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“, Viewpoint® 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 an 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. 
  • Additional Information:
    • Users cannot edit synced payments in Procore. 
    • Synced payments deleted in Viewpoint® 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.

Steps

1. Wait for the Scheduled Payment Sync

The hourly sync schedule will import your Viewpoint® Vista™ subcontract invoice payments for subcontractor invoices that have already been synced with Procore.  

  1. Ensure that these prerequisites have been completed:
  2. After the next scheduled sync, follow these steps to verify that your bill payments have synced with the project's corresponding commitment:
    1. Navigate to the project's Commitments tool. 
    2. Locate the desired commitment and click View. 
    3. Verify that the value in the Invoice # matches the bill number in Viewpoint® Vista™.
    4. Click the Payments Issued tab. A GREEN icon indicates that the bill payment has successfully been synced.