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ACMECONSTRUCTION_SMALL.gifSage 300 (Steps to be completed in advance)

Create a New Contract  in Sage 300/Timberline  - see attached "Contract Setup" directions.

Once the Contract has been setup and approved in Sage 300, please proceed with the Steps below to import the Prime Contract into Procore through ERP and complete the setup process.

Additional Steps

Once the Prime Contract has been imported into Procore, the Team needs to complete the setup process.

The Gray Project Manger enters the following in Procore/Prime Contract/General Tab:

  • A checkmark next to "Sign with DocuSign"
  • Project # (Timberline Project #)
  • Title (Project Name)
  • Owner/Client - select from dropdown menu
    • If Companies/Users are not available in the dropdown selections, contact the Coordinator to add to the Project Directory.
  • Contractor - select "Gray West Construction Inc."
  • Architect/Engineer - select from dropdown menu
    • If Companies/Users are not available in the dropdown selections, contact the Coordinator to add to the Project Directory.
  • Status - select "Approved"
  • A checkmark next to "Executed"
  • A checkmark next to "Private"
    • Add any Users who need access to the Prime Contract 
  • Retention %
  • Attach a copy of the fully executed Contract

The Gray Coordinator enters the PCO markups (ex: fee/insurance/etc.) in Procore/Prime Contract/Financial Markup Tab:

  • Horizontal - adds markups to each PCO Line (within the line)
  • Vertical - adds markups after the subtotal of all the PCO Line Items (at the bottom)
  • Do NOT place a check mark next to "Export Markup to Estimate"
  • If Markups are to be added to New Lines when PCCOs are approved, select a placeholder ERP Prime Contract Item
    • Coordinator must remember to change the PCO Markup ERP Prime Contract Item to "New Line" when approving PCCOs.

Helpful Tips:

  • Sage 300 Contract = Procore Prime Contract = Owner's Billing SOV
  • The project's original Contract is setup in Sage 300 and then imported to Procore through ERP.
  • Discuss the Prime Contract setup with the Team (including Customer requirements/preferences) prior to creating Contract Lines in Sage 300.
    • Original Contract Breakdown
    • How are PCCOs added to the billing SOV:
      • to the existing Prime Contract Lines, or
      • as New Lines to the Prime Contract for the Full amount
      • a combination of both, or
      • other
    • It is important to identify the billing format prior to the first billing or approved PCCO because changes may involve several reversal entries and may require the assistance of Procore's ERP Support Team and Gray's Accounting Department.
  • Once the Contract/Prime Contract has been imported into Procore, ALL Contract/Prime Contract line additions are to be completed in Procore.
    • Add New Lines through Procore PCO/PCCOs
    • Do not add new Contract Lines through Sage 300/Timberline

Further Information

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