Add a Procore Project to Sage 100 Contractor®
Objective
To create a new project in Procore and export it to an integrated Sage 100 Contractor® system as a new job with a unique Sage 100 Contractor® Job ID.
Background
If your company implemented the Procore + Sage 100 Contractor® Connector in your environment, you have the ability to create a new project in Procore and then send that project to the ERP Integrations tool for review by accounting approvers. Upon your acceptance by an approver, Procore will export the appropriate project data and then create a new 'Job' with a unique 'Job ID' in Sage 100 Contractor®.
To accomplish this, your company must first setup the Sage 100 Contractor® Connector (see Sage 100 Contractor®: Setup Guide). The next step is to create a new project in Procore using the Steps below. Once the project is created, you will copy the "Sage 100 Contractor® Cost Codes" list to your Procore project, assign at least one (1) cost type to each code, and then send all of your new project information to the ERP Integrations tool for accounting approval.
After an accounting approver reviews and submits an 'Accept' response for the Procore project in the ERP Integrations tool (see Accept or Reject a Project for Export to Sage 100 Contractor®), Procore will export the project during the synchronization process.
In addition to creating a new 'Job' and 'Job ID' in Sage 100 Contractor®, the following project information in Procore will be synced with your new Sage 100 Contractor® job:
- Cost Codes
- Cost Types
- Job Cost Data (see the 'Job Costs' subtab)
Things to Consider
- Required User Permissions:
- Prerequisites:
- With the help of your point of contact at Procore, the setup of a Job ID Format (e.g., 12-324.12) is required, this configuration is often times completed during the initial implementation of the Sage 100 Contractor® Integration. This is required to validate that the new Procore project's corresponding Sage 100 Contractor® 'Job ID' matches the format specified in Sage 100 Contractor®.
Important! If you attempt to export a new Procore project to Sage 100 Contractor® and the Sage 100 Contractor® Job ID that doesn't match the specified format, the synchronization an error message will notify you about synchronization failure.
- With the help of your point of contact at Procore, the setup of a Job ID Format (e.g., 12-324.12) is required, this configuration is often times completed during the initial implementation of the Sage 100 Contractor® Integration. This is required to validate that the new Procore project's corresponding Sage 100 Contractor® 'Job ID' matches the format specified in Sage 100 Contractor®.
- Requirements:
- All cost codes must have at least one (1) cost type assignment before the Procore project can be exported to create a new Job in Sage 100 Contractor®.
- If your cost codes already have cost type assignments, your company has already configured the cost type assignments for your cost codes. For details, see Assign Default Cost Types to Cost Codes.
- When entering your project data, be aware of the following requirements:
- Project Name. Sage 100 Contractor® imposes a maximum of thirty (30) characters limit. If your project name exceeds this limit, your project name will be truncated in Sage 100 Contractor®.
- Project Address. Sage 100 Contractor® does not permit the use of commas (,) in the 'Project Address' field.
- Active Project. Sage 100 Contractor® requires you to set your new project is 'Active' in Procore.
- Limitations:
- Cost Code Cost Type Assignments cannot be selected when the Budget tool is enabled. Instead of you these options:
- Set up all of the cost codes on the budget with the appropriate cost type assignments as shown below. This will automatically set the cost types in the project's Admin tool and then export it to Sage 100 Contractor® during the sync process.
OR - Temporarily remove the Project level Budget tool from the project. Next, set all of the cost type assignments. Then, add the Project level Budget tool back to the project. See Add and Remove Tools on a Project.
- Set up all of the cost codes on the budget with the appropriate cost type assignments as shown below. This will automatically set the cost types in the project's Admin tool and then export it to Sage 100 Contractor® during the sync process.
- Cost Code Cost Type Assignments cannot be selected when the Budget tool is enabled. Instead of you these options:
- Additional Information:
- Before you can sync data project data between the two (2) systems, your Procore point of contact must enable the 'Can Push to Accounting' privilege for your company's accounting approvers. See What is the Accounting Approver role? This gives users with 'Standard' level permissions to the ERP Integrations tool permission to accept or reject the data that is synced between Procore and Sage 100 Contractor®. See Accept or Reject a Project for Export to Sage 100 Contractor®.
Steps
- Launch the Project Creation Assistant
- Add Project Details
- Add and Remove Tools in the Project Toolbox
- Add Project Cost Codes
- Assign Default Cost Types to Cost Codes
- Send a New Project to the ERP Integrations Tool
- Update Directory
- Upload Drawings
- Upload Specifications
- Upload Schedule
Launch the Project Creation Assistant
Add Project Details
- Make sure Project Details is highlighted in the right sidebar.
- Under General Information, do the following:
- Under Account and Contact, do the following:
- Under Advanced, do the following:
- Click Create Project.
This button turns GREY and becomes unavailable for further use. - Choose from these next steps:
- If you applied a project template and the template defines the desired project tools, you will skip to Add Project Cost Codes.
- If you did not apply a project template or your template does not define the desired project tools, you will continue with Add and Remove Tools in the Project Toolbox.
Add and Remove Tools in the Project Toolbox
Add Project Cost Codes
- Make sure Cost Code in highlighted in the right sidebar.
This reveals the cost code page for your new project. - Copy the desired codes to your project as follows:
- Copy All Codes
To copy all of the codes from the Sage 100 Contractor® Standard Cost Code list:- Click Copy All Codes.
The system reveals the following confirmation message: "Once you add this cost code, the source list cannot be changed." - Click OK to acknowledge the confirmation message.
This moves all the codes in the Sage 100 Contractor® Standard Cost Code List to the Project Cost Codes list.
- Click Copy All Codes.
- Copy Selected Codes
To copy only selected codes from the Sage 100 Contractor® Standard Cost Code list:- Expand the desired division folder(s).
- Highlight the desired cost codes.
- Click Copy Selected Codes.
- Copy All Codes
- Click Next.
The system reveals the Cost Type Assignments page.
Assign Default Cost Types to Cost Codes
- Stay on the Cost Code page.
The system reveals the Cost Types Assignments page. - For each cost code listed, mark one (1) or more checkboxes to assign each code to one (1) or more cost type.
Important!- To sync cost codes with Sage 100 Contractor®, every project cost code must be assigned at least one (1) cost type.
- If your company's Procore account is using the Procore + Sage 100 Contractor® connector, Cost Types are created and maintained in Sage 100 Contractor®.
Your cost type assignments are automatically saved and Procore confirms that it has created your new project. This also reveals the New Project Created page.
- Continue with Send a New Project to the ERP Integrations Tool.
Send a New Project to the ERP Integrations Tool
- At the New Project Created page, choose from these options:
- If you want to send your new Procore project data to the Company level ERP Integrations Tool for accounting acceptance, click the Send to ERP button. Before the data is synced between the two systems, an accounting approver must accept the data as described in Accept or Reject a Project for Export to Sage 100 Contractor®.
OR - If you want to send your new Procore project data to the Company level ERP Integrations tool at a later time, click Continue Project Setup.
- When you are ready to send your data to the ERP Integrations tool, see Send a Procore Project to ERP Integrations for Accounting Acceptance.
- Before the data is synced between the two systems, an accounting approver must accept the data as described in Accept or Reject a Project for Export to Sage 100 Contractor®.
- If you want to send your new Procore project data to the Company level ERP Integrations Tool for accounting acceptance, click the Send to ERP button. Before the data is synced between the two systems, an accounting approver must accept the data as described in Accept or Reject a Project for Export to Sage 100 Contractor®.