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Procore Item or Setting
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Considerations, Limitations, and Requirements
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configuration settings & sync schedule
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- Limitations:
- The integrations is limited to (1) Xero™ Organization per (1) Procore site. A separate Procore site would be needed if you wish to connect another Xero™ Organization.
- Only one Xero™ user can authorize the connection between (1) Xero™ Organization and (1) Procore site. If you are connecting multiple Procore sites to multiple Xero™ Organizations, additional Xero™ users will be needed to set up the authorization.
- Data from these Procore tools and items do NOT sync with Xero™:
- Prime Contracts/Prime Contract Change Orders (PCCOs)
- Prime Contract Invoices and Payments
- Budgets
- Timecards/Timesheets
- Additional Information
- IMPORTABLE DATA: The automatic background sync schedule is once daily job syncs (job costs) for integrated projects.
- On demand syncs may be initiated within Procore for importable Jobs, Vendors, Job Costs, and Subcontractor Invoice Payments.
- EXPORTABLE DATA: Other exportable records (vendors and subcontractor invoices) must be approved/accepted by an Accounting Approver, who are the only users that may initiate the export from Procore to Xero™.
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work breakdown structure (wbs)
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- Limitations:
- Cost code length can not exceed 30 characters.
- Maximum of 4000 cost codes in Procore because you cannot have more than 4000 products and services in Xero™.
- You will need to assign the purchase and sales accounts to exported cost codes in Xero™ manually. You can do this in bulk by utilizing the import/export function in Xero™. See Xero™'s documentation for more detail.
- Things to Consider:
- It's strongly recommended to use a single or two tier cost code structure in Procore. Please keep in mind cost types do sync to Xero™. Each cost type assigned to a cost code will create a separate item in the products and services list in Xero™.
- It is recommended to not use existing products and services in Xero™ for your Procore cost code structure. If you wish to use existing products and services, this can be discussed with your Integration Implementation Specialist.
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projects
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- Consideration:
- 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.
- Prerequisites:
- Important! Your new project must use the 'Xero™ Standard Cost Code List' in order for the project to be eligible to be sent to Xero™. See Configure Cost Code Preferences for Xero™.
- A user must create the Procore project in the Portfolio tool and then send it to the ERP Integrations tool for acceptance by an accounting approver.
- The ERP Integrations tool must be enabled on the project.
- The Job from the integrated ERP system must be added as a Procore project.
- Limitations:
- Procore does not currently support sub jobs for Xero™ integrated projects.
- Procore projects cannot be deleted. However, you can change its status to Inactive.
- If new cost codes are added to an integrated project, you must refresh them.
- After refreshing the cost codes on the project, you will need to resend the project to ERP and export it from the Ready to Update filter.
- Troubleshooting:
- If the Send to ERP button is not visible or available, check to see if you have configured the project's cost codes. You must have at least one (1) cost code set up on the project before you can send it to the ERP Integrations tool.
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companies
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- Things to Consider
- It's strongly recommended that you first try to link any Xero™ vendors that already exist in your Procore account's Company Directory.
- Prerequisites
- You only need to link active Xero™ vendors that will be used in new constructions jobs/projects that will be managed in Procore. Inactive Xero™ vendors should be archived.
- Once a vendor in Xero™ is linked to a company in Procore, any changes to address information is not synced between the two systems because a company's billing address might be different than the mailing address that a project manager uses to contact the company/vendor for project-related correspondences.
- Additional Information
- When entering data in the 'Name' field in the 'General' subtab, be aware that Xero™ imposes a maximum limit of 41 characters on the 'Name' field
- Limitations:
- You can only retrieve a vendor/company that was sent to the company's ERP Integrations tool when it has not yet be accepted or rejected by an accounting approver.
- If you successfully retrieve a change order from the ERP Integrations tool, it is placed into an editable state in the Directory tool.
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commitments
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- Limitations:
- Before you can unlink a commitment in Procore, you must delete the commitment in Xero™.
- The hourly automatic sync must complete before you'll be able to unlink the Commitment.
- After a synced commitment is reset and deleted, the data is permanently removed from the system and cannot be restored.
- To add a Schedule of Values (SOV) line item to a commitment, it must be tied to an existing cost code and category.
- After you configure the bill payments sync schedule, the sync process is only supported on new bill payments. It will not be supported on pre-existing bill payments.
- Preqrequisites:
- Before you can send a commitment (e.g., purchase order or subcontract) to the ERP Integrations tool, the commitment must satisfy these prerequisites:
- ID Number. Must be 255 characters or less.
- Title. The maximum character limit for this field is 255 characters.
- Contract Company. Must be linked to a Xero™ contact.
- Status. Must be set to the 'Approved' status.
- Schedule of Values (SOV). Must include at least one (1) line item with a Xero™ 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).
Note: The Subcontractor Schedule of Values (SSOV) is NOT included in the export to Xero™.
- Any issues leading to accountant's rejection should be addressed in an updated commitment.
- Additional Information:
- When a synced commitment or change order is deleted from Procore, the delete action is captured in the individual item's Change History subtab.
- The Description field on a commitment is NOT required for export to Xero™.
- After the commitment is re-sent, the designated accountant is alerted by an automated email notification from Procore with the subject line 'ERP Integrations Daily Summary.' This is in addition to the automated email notification.
- Users cannot edit synced payments in Procore.
- Users can add or edit attachments in Procore.
- User can add or edit the Payment number in Procore.
- Synced payments deleted in Xero™ are not deleted automatically from Procore. To delete a synced payment, Contact Support.
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commitment change orders (cco)
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- Minimum CCO Requirements:
Before you can send a CCO in the Change Orders tool to the ERP Integrations tool, the CCO must satisfy these requirements:
- ID Number. Must be 255 characters or less.
- Date Created. The date the CCO was created in Procore will not be exported to Xero™. This field cannot be edited.
- Title. Must be 255 characters or less.
- Contract Company. Must be linked to a Xero™ vendor.
- Status. Must be 'Approved.'
- Schedule of Values (SOV). Must include at least one (1) line item with a Xero™ 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:
- Date Created. This value in this field is not exported from Procore.
- Description: This value in this field is not exported from Procore.
- Limitations:
- To add a Schedule of Values (SOV) line item to a commitment change order, it must be tied to an existing cost code and category.
- Xero™ has a limitation where a contract line item cannot be modified more than once on any commitment change order. Therefore, if you have a commitment change order 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 Xero™ as a single (aggregated) value.
- You can only retrieve a change order that was sent to the company's ERP Integrations tool when it has not yet be accepted or rejected by an accounting approver.
- If you successfully retrieve a change order from the ERP Integrations tool, it is placed into an editable state in the Change Orders subtab in the Commitments tool.
- To unlink a CCO from Xero™, you must first delete the CCO in Xero™. See your Xero™ documentation for steps.
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subcontractor invoices
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- Minimum Invoice Requirements:
- Before you can send a CCO in the Change Orders tool to the ERP Integrations tool, the CCO must satisfy these requirements:
- Contract Company. Must be linked to a Xero™ vendor.
- Invoice Number. Must be 255 characters or less.
- Billing Period. Select the date range for the billing period. Procore automatically selects the current billing period by default.
- Billing Date. Procore automatically selects the default date defined in the current billing period. This is a required field.
- Period Start. Procore automatically selects the default start date defined in the current billing period. This is a required field.
- Period End. Procore automatically selects the default start date defined in the current billing period. This is a required field.
- Payment Date. Enter the date the payment should be made to the 'Contract Company'. A subcontractor invoice will fail to export to Xero™ if this field is left blank.
- Status. Must be 'Approved.'
- Schedule of Values (SOV). Must include at least one (1) line item with a Xero™ 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:
- Billing Date. This date in Procore is transferred to Xero™ as the Date on a bill.
- Payment Due. This date in Procore is transferred to Xero™ as the Bill Due date.
Note: If the Payment Due field is empty, Procore will not transfer ANY dates. This allows Procore to calculate a Bill Due date based on any terms set up for the vendor.
- Accounting Method. For purchase orders and subcontracts with an amount-based accounting method, Procore sends the dollar amount for each line item to Xero™. For purchase orders and subcontracts with a Unit/Qty accounting method, Procore sends the quantity invoiced for each line item to Xero™.
- To unlink a Subcontractor Invoice from Xero™, you must first delete the CCO in Xero™. See your Xero™ documentation for steps.
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COMMITMENT PAYMENTS ISSUED
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- Prerequisites:
- The Sync Payments for Synced Invoices setting can be set to any frequency.
- The subcontractor invoice for which a payment is being made must first be exported to Xero™.
- The bill payment(s) that you want to sync must be entered in Xero™. See your Xero™ documentation for steps.
- Supported Items:
The sync process supports the following payments:
- Check and Credit Card payments in Xero™.
- Full and partial payments in Xero™.
- Changes made to a payment after it is synced. For example, voiding a check.
- Limitations:
- After you configure the sync schedule, the sync process is only supported on new bill payments. It will not be supported on pre-existing bill payments.
- Additional Information:
- Users cannot edit synced payments in Procore.
- Users can add or edit attachments in Procore.
- User can add or edit the Payment number in Procore.
- Synced payments deleted in Xero™ are not deleted automatically from Procore. To delete a synced payment, Contact Support.
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JOB costs
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- Additional Information
- Cost related transactions entered or synced into Xero™ will be sent back to Procore as transactions in the Direct Cost tool. Transactions in Xero™ are synced as Direct Cost transactions if it meets the following requirements:
- Entered in Xero™ with transaction type:
- Enter Bill and transaction type is "ACCPAY"
- Spend Money and transaction type is "SPEND"
- Credit Note and transaction type is "ACCPAYCREDIT"
- Subcontractor Invoice synced from Procore as a transaction type "ACCPAY"
- Assigned to a synced project (Tracking Category)
- Assigned to a synced Cost Code / Cost Type (Item)
- Status = "Approved"
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