Tutorials
Overview
The Company Level Direct Costs Tool centralizes the view and management of all direct (non-contractual) expenses across your organization's projects. Use this tool for improved financial planning and oversight, giving stakeholders a high-level, accurate picture of all project expenses.
Key Features
Direct Costs Tab
The Direct Cost tab lets accounting and project teams view, review, and approve direct cost invoices. From this tab, they can see all invoices across their projects and ensure they are sent to the accounting system or ERP.
Key features include:
Data Entry
Ensure that direct cost line items are associated with the correct budget codes.
Approval
Review and approve invoices, or send them back to revise and resubmit.
ERP Integration
Send approved costs directly to your company's accounting software.
The Direct Costs table lets you view all direct cost files that have been uploaded for processing.
The screen contains the following elements:
Element | Type | Description |
Upload | Button | Click the Upload button to add new documents or files. You must have the admin or granular permissions to upload. |
Search | Field | Enter a word or phrase in the Search box and press ENTER on your keyboard or click the icon. |
Filters | icon | Click the Filter icon and select one of the following options: Approval Status Payment Status Received Date Vendor |
Configure | Icon | Click the Configure columns to customize the column display for the Company-level Direct Costs tool. |
Approval Status | Drop-down list | Select the Approval Status from the drop-down list to update or filter the item accordingly. This list populates with approval status from the company's direct cost record |
Vendor | Drop-down list | Select a Vendor from a list of available options. If the list is extensive, use the search functionality to quickly find the desired vendor. |
Review | Button | Click the Review button opens a detailed view of the cost and enables editing. |
Return to Uploads | Button | Click the Return to Uploads button to move a direct cost entry back to the Uploads tab for re-uploading or restarting data entry. |
Send to ERP | Button | Click the Send to ERP button to transfer a fully reviewed and approved direct cost to the company's accounting or ERP system, preparing the invoice for payment. |
Mark as Paid | Button | Click the Mark as Paid button to manually update the status of an approved direct cost to 'Paid' in Procore, reflecting payment made in the accounting system. |
This table details the default columns.
Column | Description |
Vendor Direct Cost Number | The unique identifier assigned by the vendor for the direct cost. |
Vendor | Displays a list of vendors associated with your company |
Project | The project is associated with the direct cost. |
Billed Amount | The total amount billed by the vendor. |
Line Item Total | The sum of all line items within the direct cost. |
Approval Status | The current stage of the direct cost in the approval workflow. |
ERP Status | This column indicates the synchronization status between Procore and the external ERP system, showing whether data is synced, pending, or has encountered an error. |
Billing Period | Defines the time frame for which invoices are generated, helping organize financial data. |
Invoice Date | The date when an invoice is issued, used to track when a financial obligation was formally recognized. |
Accounting Date | This date records when a financial transaction is recognized in the accounting system, reflecting the actual date of financial impact. |
Received Date | This date indicates when goods or services were received, verifying that billed items were delivered or completed. |
Payment Due Date | This date specifies when payment for an invoice is due, aiding in managing cash flow and ensuring timely payments. |
Payment Status | The current status of the payment shows whether an invoice has been paid, is pending, or overdue, essential for tracking outstanding liabilities. |
Paid Date | The date when payment was made for an invoice, confirming that the financial obligation has been settled. |
Grand Total | The grand total represents the total amount due on an invoice, including all applicable taxes and fees, providing a comprehensive view of the financial obligation. |
Uploads Tab
The Uploads tab allows you to quickly add direct cost documents. Accounts Payable can upload one or multiple direct cost documents at once, enter the data, and route them to the correct projects for review. This feature simplifies the initial entry of a large volume of costs before they are moved to the Direct Costs tab for approval and management.
Key features include:
Bulk Import: You can upload one or more documents, such as PDFs and JPEGs. The system does not support Excel or CSV spreadsheets.
Staging Area: Acts as a holding area for newly uploaded costs before they are formally added to the main Direct Costs table.
The Uploads table lets you view all direct cost files that have been uploaded for processing.
Element | Description |
Search | Enter keywords or phrases to search the list of uploaded files for matching items. |
Review Status | Choose an option from this list to filter the view by the review status of the uploaded files. For example, Missing Requirements or Ready. |
Received Date | Displays the date when the direct cost file was received and uploaded into the system. |
Uploaded By | Shows the name of the user who uploaded the direct cost file. |
This tab contains the following buttons:
Element | Description |
Edit | Allows a user to modify the details of a specific Direct Cost entry. |
Submit for Review | Changes the status of a Direct Cost and sends it to the next person in the approval workflow. |
Delete | Permanently removes the selected Direct Cost entry from the system. This action cannot be undone. |
This table details the default columns in Uploads tab.
Column | Description |
Ready for Review | This column indicates whether a direct cost entry is ready for review, ensuring all necessary information is complete. |
Direct Cost File | The file is associated with a direct cost entry, which may include invoices or receipts. |
Vendor Direct Cost Number | The unique identifier assigned by the vendor for this direct cost. |
Vendor | The name of the vendor associated with the direct cost. |
Project | The project to which the direct cost is assigned. |
Billed Amount | The total amount billed by the vendor. |
Line Item Total | The sum of all line items within the direct cost entry. |
Direct Cost Type | The category or type of direct cost. |
Received Date | The date when goods or services were received, verifying that billed items were delivered or completed. |
Invoice Date | This field indicates the date when an invoice is issued, helping track when a financial obligation is formally recognized. |
Accounting Date | The date when a financial transaction is recognized in the accounting system. |
Billing Period | Defines the time frame for which invoices are generated. |
Description | Provides a brief explanation or note about the direct cost. |
Date Uploaded | Indicates the date when the direct cost document was uploaded to the system. |
Uploaded By | The e-mail ID of the user who uploaded the direct cost. |