Things to Know about the Project Financials + Workday® Connector

Additional Information

• IMPORTABLE DATA: 
  • On demand syncs.
  • Enhanced integration to support projects from multiple Workday® companies within the same tenant. When a project is created and assigned to a company, this is stored during import into Procore and referenced when exporting Commitments/Change Orders/Sub Invoices.

  • Filter out projects that are still in review in Workday®.

  • Filter on a Project Worktag in Workday® to further narrow the list of Ready to Import projects in Procore.

• EXPORTABLE DATA: 

  • ERP Tool integration on exportable data related to Project level Commitments, Change Orders, Prime Contracts, Subcontractor Invoices. 

Additional Information:

• Default Cost Types may be assigned to standard cost codes on the ERP tool Std. Cost Codes & Cost Types page.
• Cost Type in Procore is a Spend Category in Workday®.
• Cost Codes in Procore are Project Tasks in Workday®.
• WBS/Cost Codes will be imported into Procore using an import template.
• Sub Jobs and Custom WBS Segments are supported. 
• You do NOT need to click 'Send to ERP' at the company level after importing WBS/Cost Codes. The codes are synced through the integration when used on a budgeted line item in a project. 
• Cost Codes added to a budget will be automatically synced to Workday®.
• Cost Codes must use at least a 2-tier structure.

Prerequisites:

• You will not be able to see Sub Jobs until you’ve synced the corresponding Job on the ERP Tool Jobs tab and added to Procore.

Additional Information:

• WBS/Cost Codes are synced through the integration when used on a budgeted line item in a project. No other action is required to sync WBS/Cost Codes.
• Line items that show as unbudgeted on the project's Budget tool (UBLIs) will NOT sync that line's WBS code to Workday®. To sync the code used for the line item, add the UBLI to the budget as a budgeted line item.
• Sub Jobs and Custom WBS Segments are supported. 
• Sub Jobs can be created on the Project level WBS page and export automatically to Workday®.
• Sub Jobs show a budget view in Procore with multiple lines mapped to the corresponding Project Plan in Workday® with the new Sub Job Phase. 

Additional Information:

• 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.
• Projects in Workday® sync as Projects in Procore.
• A Procore project number is required in order to export a project from Procore to Workday.
  Note: The project number field can be marked as required using Custom Fieldsets. Custom Fieldsets are configurable in the Company level Admin tool.
• Worktags or additional job details that can't be added in Procore must be added to the project in Workday®.
• When accepting a project for export from Procore to Workday® you will be prompted to enter the Company Reference ID for the Workday company the job is associated to.

Limitations:

• Once a vendor is synced, changes in one system won’t update/override the vendor record in the other system.

Additional Information:

• Vendors in Workday® sync as Companies in Procore.
• Optional: Configure a filter on a Workday® Supplier Group to further narrow the list of Ready to Import suppliers in Procore.

Prerequisites:
Before you can send a commitment to the ERP Integrations tool, it must meet these prerequisites:

• Contract Date. Must enter a Contract Date for the commitment to sync to Workday®.
• Contract Company. Must be linked to a synced Workday® vendor.
• 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 Workday® cost codes.

Additional Information:

• To sync a commitment, all 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 (Subcontract and Purchase Orders) sync to Workday® as Supplier Contracts.

Limitations:

• Procore Commitment "Contract Date" (for both Subcontracts and Purchase Orders) is mapped to Workday Supplier “Contract Start Date”. If Contract Date is blank, the export to Workday will fail with an error.

• Commitments synced to Workday® will NOT contain details regarding tax codes.

• After the commitments on a project have been synced with a company's Workday® 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 Workday®, 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.

Additional Information:

• Commitment Change Orders export to Workday® as Supplier Contract Amendments.
• Commitment Change Orders are export only.  When exported from Procore, new line item(s) are created on the original synced Purchase Order in Workday®.
• To add a Schedule of Values (SOV) line item to a CCO, it must be tied to an existing cost code and category.
• All CCOs Exported to Workday® must be in the Approved status.

Additional Information:

• Subcontractor invoices export from Procore and sync as Supplier Invoices in Workday®.
• Retainage Release invoices can be created and exported to Workday® with the integration.

• Configuration for Invoice Number mapping.

  • Default: Procore Sub Invoice Number is mapped to Workday Invoice Number AND Supplier Invoice Number.

  • Optional: Procore Sub Invoice Number is mapped ONLY to Workday Supplier Invoice Number and Workday auto generates the Workday Invoice Number.

Things to Consider:

• Journal Entries

  • During implementation, determine what the journal source is for payroll transactions associated with projects.  That source will be added to our backend process. 

• Direct Costs

  • If a direct cost is not an invoice or a record associated with the journal entry source determined above, it is classified as an expense.

  • Record expense for Invoice, Supplier Invoices, Expense Reports, Payroll.
    Anything other than these sources will import the debit and credit side of the journal entry.

Additional Information:

• Job costs that were entered directly in Workday® are classified as Direct Costs in Procore, and will be displayed as detailed transactions in the Direct Costs tool in Procore.
• Workday® Journal Entry "Journal Number" is mapped to Procore Direct Cost transaction Header description.
• Workday® Journal Entries that are Manual Journals will include debit and credit lines if a synced phase/task is used. For example, reclassifying costs.

• Workday® Journal Entry "Line Memo" is mapped to Procore Direct Cost "Line Description", if populated in Workday®.

• Workday® Journal Entries with source of "Expense Report" sync as a Procore Direct Cost "Expense" type.

• Workday® Journal Entries that are "Payroll" Direct Cost Type will also sync QTY, UOM, and calculate Unit Cost.

• Workday® Journal Entry "Accounting Date" is mapped to Procore Direct Cost Date.

Additional Information:

• A Prime Contract Shell is created first on the project in Workday® as a Customer Contract. A Customer Contract is created and approved with at least one line dedicated to the Procore Prime Contract. The line must have a Revenue Category of "Contract Revenue" and of Line Type "Value-Based Project" with $0.00 amount.
• The integration will pick up this customer contract line item and import that into Procore to create a synced $0.00 Prime Contract.
• A Prime Contract is imported to Procore from Workday® in an approved status.
• In Procore, SOV lines and amounts can be added to the Prime Contract. The sum total of these lines will sync/export automatically to the customer contract line item in Workday®.
• The Original Contract Amount will reflect on the Contract Line Amount column as a single summarized line. 
• 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.

Prerequisites: 

• There must be a Contract set up for the Project/Job
• The Date field on a PCCO is required
• The PCCO must be in the 'Approved' status

Additional Information:

• Prime Contract Change Orders are created in Procore and sync to Workday® as Customer Contract Amendments.
• For each associated line item that you add to the change order's Schedule of Values (SOV), you may designate a unique associated Prime Contract line item or the same associated Prime Contract line item for all change order line items.
• Change Orders to the Prime Contract in Procore can be exported to Workday® and similarly the sum of the change order will update the synced customer contract line item as another Amendment.