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Procore

Add a Procore Project to Sage 300 CRE®

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Objective

To create a new project in Procore and export it to an integrated Sage 300 CRE® system as a new job with a unique Sage 300 CRE® Job ID.

Background

You can create a new project in Procore and send it to your company's ERP Integrations tool to be reviewed by an accounting approver. Upon acceptance, Procore exports the project and the connector creates a new 'Job' with a unique 'Job ID' in Sage 300 CRE®.

To add a Procore project to Sage 300 CRE®:

  1. Setup the Sage 300 CRE® Connector. See Sage 300 CRE®: Setup Guide.
  2. Follow the Steps below to create a Procore project.
  3. Copy the "Sage 300 CRE® Cost Codes" list to your Procore project.
  4. Assign at least one (1) cost type to each cost code.
  5. 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 300 CRE®), Procore will export the project during the synchronization process.

In addition to creating a new 'Job' and 'Job ID' in Sage 300 CRE®, the following project information in Procore will be synced with your new Sage 300 CRE® job: 

  • Cost Codes
  • Cost Types
  • Job Cost Data (see the 'Job Costs' subtab)

Things to Consider

  • Required User Permissions:
    • 'Standard' or 'Admin' on the company's ERP Integrations tool.
      AND
    • The person's account must be granted the 'Can Push to Accounting' privilege in the Company Directory. See Grant Accounting Approver Privileges.
  • Prerequisites:
    • With the help of your Procore point of contact, 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 300 CRE® Integration. This is required to validate that the new Procore project's corresponding Sage 300 CRE® 'Job ID' matches the format specified in Sage 300 CRE®.
      Important! If you attempt to export a new Procore project to Sage 300 CRE® and the Sage 300 CRE® Job ID that doesn't match the specified format, the synchronization an error message will notify you about synchronization failure. 
  • 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 300 CRE®.
    • 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 300 CRE® imposes a maximum of thirty (30) characters limit. If your project name exceeds this limit, your project name will be truncated in Sage 300 CRE®.
      • Project Address. Sage 300 CRE® does not permit the use of commas (,) in the 'Project Address' field. 
      • Active Project. Sage 300 CRE® 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 300 CRE® during the sync process. 
        OR
      • Temporarily remove the project's Budget tool from the project. Next, set all of the cost type assignments. Then, add the Budget tool back to the project. See Add and Remove Tools on a Project.
  • 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 300 CRE®. See Accept or Reject a Project for Export to Sage 300 CRE®.

Steps

Launch the Project Creation Assistant

Add Project Details

  1. Make sure Project Details is highlighted in the right sidebar.
  2. Under General Information, do the following:

    Create_Project.png

     

    1. Template. If this is the first project you are creating for Sage 300 CRE® choose 'Do Not Apply a Template'. If you have previously created a project and set up one or more project templates for your company account, select the desired template. 
      Notes:

      • This field is only visible and available when the project templates feature is enabled on your company's Procore account.
      • To select a template from the list, the desired project template must be active. See Configure a Project Template.

    2. Project Photo. Click the photo area and then upload the photo that you want appear as the project photo on the project's Home page. The image must not exceed the 3MB maximum. It must also be saved in the GIF, JPG, or PNG file format. To change this photo at a later time, see Add or Edit General Project Information or Add a Project Photo.

      Name. Enter a name for the construction project. When the ERP Integrations tool is enabled for Sage 300 CRE®, the Project Name is limited to a maximum of thirty (30) characters in length. This value displays in a variety of places in the Procore web application, including the Select a Project menu, CSV and PDF exports, and custom reports.

    4. Start Date. This represents the date that the project will start and also will be used to calculate construction volume.

    5. Completion Date. Select the anticipated project completion date. Once the project has begun, you can compare this field against the actual finish date.

    6. Stage. Select a project stage from the list. These selections are created with the company's Admin tool. See Add Custom Project Stages to Your Company.

    7. Type. Select a project type from the drop-down list. These selections are created in the company's Admin tool. See Add a Custom Project Type.

    8. Project Number. Enter a unique project ID or number to differentiate it from other company projects.

    9. Square Feet. Enter the project's square footage.

    10. Store Number. Enter the store number for the project. This field is only visible and available if the 'Include Store Number and Designated Market Area' setting is enabled in the 'Default Project Settings' section of the Company Admin tool.

    11. Description. Enter a brief project summary.

  3. Under ERP Integration, do the following (Note: this step is only relevant to companies that are integrated with certain ERP systems):

     portfolio-project-creation-erp-integration.png

    1. Allow project to be synced with ERP. Leave this checkbox marked if you plan to sync any part of the project's financials with your ERP software. This will ensure that the ERP Standard cost code list will be available to select from when configuring your Project Level cost codes. 
     Important
    • This checkbox will be marked by default if your company has an available set of ERP cost codes, unless the template the project is created from does not have this box marked. 
    • If you plan to sync your new Procore project with your ERP software you MUST leave this checkbox marked. If you un-mark this box, you will not be able to re-mark it later if cost codes from a different Company Level list have been copied to the Project Level list in the Project Admin tool.

     

  1. Under Project Location, do the following:

    create-project-location.png

    1. Country. Select the country from the drop-down list. 

    2. Timezone. Choose the correct time zone for the project from the drop-down list. This time zone will determine time stamps on items in the project.

    3. Address. Enter the address for the project's job site.
      Notes:

    4. City. Enter the full city name for the project. 
      Note: Do not abbreviate the city name. 

    5. State. Select the state for the project from the drop-down list.

    6. Zip. Enter the ZIP/postal code for the project.
      Note: Procore uses a third-party service to automatically determine the County name based on the 'Address' and 'ZIP' fields. Since this is auto-determined, there is no data-entry for County in the Create New Project page. To change the County value, see Update General Project Information.

    7. Phone. Enter in the main contact phone number for the job site. Team members will be able to see this phone number.

    8. Fax. Enter the onsite fax number (if available). This gives team members the ability to see and use the project's fax number when needed. 

    9. Designated Market Area. Enter the designated market area for the project.
      Note: This field is only visible and available if the 'Include Store Number and Designated Market Area' setting is enabled in the 'Defaults' section of the Company Admin tool.

 

  1. Under Advanced, do the following:

    advanced_details_create_project.png

    1. Office. Choose the office that is managing this project. These selections are created in the company's Admin tool. See Add an Office Location.

    2. Departments. Select one or more departments who have responsibility for the project. These selections are created with the company's Admin tool. See Custom Company Projects.
      Note: These departments appear in the Timecard and Directory tool, and may also appear in other Procore tools depending on your company's specific configuration.

    3. Program. Select the program to classify your project under. ​These selections are created with the company's Admin tool. See Add Programs.
      Note: You can view your projects by program using the Programs tool.

    4. Flag. Select a color for the project flag from the drop-down list. The system's default color selections are: RED, YELLOW, and GREEN. This allows you to visually organize your projects (e.g., you might want to flag internal projects as RED and commercial projects as GREEN). 

    5. Region. Select the region you want to classify your project into. These selections are created with the company's Admin tool. See Add Project Regions.
      Note: You can view projects by region in the Portfolio tool.

    6. Program. Select the program to classify your project under. ​These selections are created with the company's Admin tool. See Add Programs.
      Note: You can view your projects by program using the Programs tool.

    7. Region. Select the region you want to classify your project into. These selections are created with the company's Admin tool. See Add Project Regions.
      Note: You can view projects by region in the Portfolio tool.

    8. Bid Type. Select the bid type from the list. These selections are created with the company's Admin tool. See Add a Custom Bid Type.

    9. Owner Type. Select the owner type from the drop-down list. These selections are created in the company's Admin tool. See Add a Custom Owner Type.

    10. Parent Project. Select the name of the parent project in Procore from the drop-down list. In Procore, a parent job is a Procore project that has been designated as the 'parent' project for one or more related project(s) in Procore's Portfolio tool. To learn more, see What's the difference between a job, a parent job, and a sub job?

    11. Warranty Start Date. Select the start date for the construction contract warranty.

    12. Warranty End Date. Select the end date for the construction contract warranty.

    13. Copy Directory From. Select one of the projects in your company's Procore account to copy the user and company information from that project's Directory into your current project's Directory tool. See Copy Directory From One Project to Another.

  2. Click Create Project. 
  3. Choose from these next steps:

Add and Remove Tools in the Project Toolbox

Add Project Cost Codes 

  1. Make sure Cost Code in highlighted in the right sidebar.
    This reveals the cost code page for your new project.
  2. Copy the desired codes to your project as follows:
    1. Copy All Codes
      To copy all of the codes from the Sage 300 CRE® Standard Cost Code list:
      1. Click Copy All Codes.
        The system reveals the following confirmation message: "Once you add this cost code, the source list cannot be changed."
      2. Click OK to acknowledge the confirmation message. 
        This moves all the codes in the Sage 300 CRE® Standard Cost Code List to the Project Cost Codes list.  
    2. Copy Selected Codes
      To copy only selected codes from the Sage 300 CRE® Standard Cost Code list:
      1. Expand the desired division folder(s).
      2. Highlight the desired cost codes.
      3. Click Copy Selected Codes.
         Tip
  3. Click Next. 
    The system reveals the Cost Type Assignments page. 

Assign Default Cost Types to Cost Codes 

  1. Stay on the Cost Code page.
    The system reveals the Cost Types Assignments page.
  2. 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 300 CRE®, every project cost code must be assigned at least one (1) cost type.
    • If your company's Procore account is using the Procore + Sage 300 CRE® connector, Cost Types are created and maintained in Sage 300 CRE®. 

      sage-cost-types.gif

      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.
  3. Continue with Send a New Project to the ERP Integrations Tool.

Send a New Project to the ERP Integrations Tool 

  1. At the New Project Created page, choose from these options:
    1. 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 300 CRE®.

      send-to-erp-button.png

      OR
    2. 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. 
      1. When you are ready to send your data to the ERP Integrations tool, see Send a Procore Project to ERP Integrations for Accounting Acceptance. 
      2. 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 300 CRE®.

        continue-project-setup-button.png
         

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