Add a Procore Project to your ERP System

Some ERP integrations allow you to create a new project in Procore and send it to your company's ERP Integrations tool to be reviewed and exported by an accounting approver. If approved and exported, Procore sends the project and some of its data to your ERP system.

After an Accounting Approver reviews and accepts the Procore project for export to your ERP system in the Company level ERP Integrations tool, the project is exported during the synchronization process.

Not all integrations support syncing a new project from Procore to your ERP system. Sime integrations require project creation to take place in your ERP system.

• Required User Permissions:

  • You need both:

    • 'Standard' or 'Admin' on the company's ERP Integrations tool.

    • The person's account must be granted the 'Can Push to Accounting' privilege in the Company Directory. See Grant Accounting Approver Privileges.

• Requirements:

  • You must select the 'ERP Standard Cost Codes' list for use on your new project.

  • All cost codes must have at least one (1) cost type assignment.

  • If your cost codes already have cost type assignments, your company has already configured the cost type assignments for your cost codes.

  • When entering your project data, be aware of the following requirements:

    • Project Name. Your ERP integration may impose a character limit on the Project Name field. If your project name exceeds this limit, your project name might be truncated in your ERP system, or your project may not export successfully.

    • Active Project. Your new project must be marked as 'Active' in Procore.

1. Create a New Project

2. Add the 'ERP Cost Codes' list to your Procore project.

3. Assign default cost types to cost codes.

4. Send your new project to the ERP Integrations tool for accounting acceptance.

Create a New Project

Launch the Project Creation Assistant

1. Navigate to the company's Portfolio tool.

2. Click Create Project.

Add Project Details

1. Make sure Project Details is highlighted in the right sidebar.

   • Enter all of your project's information, like address, project name, and other general information. For detailed descriptions of all available fields, see Create a New Project.

2. Click Create Project.

• If you applied a project template and the template defines the desired project tools, you will move on 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 be prompted to choose the tools that you'll use on your new project before you can add cost codes.

Add ERP Standard Project Cost Codes

1. Make sure Cost Code in highlighted in the right sidebar. This reveals the cost code page for your new project.

    Important

   • You must select cost codes from the ERP Standard Cost Codes list to be able to sync your project with your ERP system.

   • If you select a non-ERP cost code list your project will NOT sync successfully.

2. Copy the desired codes to your project as follows:

   1. Copy All Codes. To copy all of the codes from the ERP 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 ERP Standard Cost Code List to the Project Cost Codes list.

   2. Copy Selected Codes To copy only selected codes from the ERP Standard Cost Code list:

      1. Expand the desired division folder(s).

      2. Highlight the desired cost codes.

      3. Click Copy Selected Codes.

          Tip

         • Need to add, edit, or delete your cost codes in Procore at a later time? In Procore, cost codes and cost types are segment items on the default 'Cost Code' segment in Work Breakdown Structure (WBS). To learn how to manage your company level cost codes in Procore's WBS, see Add Company Cost Codes. For companies using Procore with a supported Integrated ERP System, be sure to review Why can't I create WBS custom segments?

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 your ERP, every project cost code must be assigned at least one (1) cost type.

   • Some integrations do not support the cost types concept.

   • For some integrations, Cost Types are created and maintained in your ERP. 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 your New Project to the ERP Integrations Tool for Accounting Acceptance

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

   • To send your new Procore project to the Company level ERP Integrations Tool for accounting acceptance now, click the Send to ERP button.

   • To wait to send your new Procore project to the Company level ERP Integrations tool later, 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.

     • An accounting approver will accept or reject the project for export to your ERP system. If your request for export is rejected, the creator of the project will receive a notification.