Configure Advanced Settings: Yardi

Configuring advanced settings establishes specific automation rules and financial thresholds for data syncing between Procore and Yardi Voyager®. By setting up these preferences centrally, you ensure that cost data, job costs, and commitments flow between both systems accurately according to your company’s standard accounting practices. This eliminates manual cross-referencing and reduces transaction processing errors.

• Required User Permissions on the company's ERP Integrations tool.

• Additional Information:

  • Sync Schedule for the following ERP tabs runs daily 5am EST: Cost Codes, Vendors, Jobs.

  • All Yardi Voyager® jobs must be under the same entity.

  • The Direct Export feature is available if users want to bypass the 'Send to ERP' step and accounting approver review for Commitments, Commitment Change Orders and Subcontractor Invoices.

1. Navigate to the company's ERP Integrations tool.

2. Click Configure Settings .

3. Under General Settings select any options that apply: Show/Hide Details

   • Default Project Template: Select the default template to use when importing projects from your ERP system.

   • Default Subcontract Commitment Cost Type for Converted Bids: Subcontract Commitment's SOVs default to this cost type when converted from a bid.

   • Default Purchase Order Commitment Cost Type for Converted Bids: Purchase Order Commitment's SOVs will default to this cost type when converted from a bid.

   • Use Procore Contract #: Select this checkbox to automatically populate the ERP ID with the commitment's Contract #.

     • You can edit this value.

     • If you leave the checkbox blank, you will be required to enter the ERP ID before you can export the commitment.

   • Use Procore Change Order #: Select this checkbox to automatically populate the ERP ID with the change order's Contract #.

     • You can edit this value.

     • If you leave the checkbox blank, you will be required to enter the ERP ID before you can export the commitment.

   • Automatically add new cost codes or cost code/cost type combinations to budgets: Select this checkbox to automatically add new cost code/cost type combinations to the budget when detected in Yardi.

     • When you sync an ERP-integrated project, Procore automatically adds new cost code and cost type combinations to the budget.

       • Note for QuickBooks users: Because QuickBooks does not use cost types, this setting automatically syncs and adds new cost codes to the budget as individual line items.

     • Budget Status Requirements:

       • If the project budget is locked: Only items that have a Job to Date Cost will be imported as budgeted line items. Original Budget amounts will not be imported if the budget is locked.

       • If the project budget is unlocked: Only items that have a Job to Date Cost and/or an Original Estimate amount will be imported as budget line items.

   • Vendors will be Automatically Updated: Choose between these options:

     • Automatically Update Vendors when Refreshing the Vendor List: When a vendor is updated in your ERP system, the vendor data will also be refreshed in Procore.
       OR

     • Do Not Update Vendors: When a vendor is updated in your ERP system, the vendor data will NOT be refreshed in Procore.

4. Under Export Settings select any options that apply: Show/Hide Details

   • Sets the subcontract invoice number to use a fixed format (Commitment Number - Application Number) during export.

     • Override Subcontractor Invoice Number. This setting is disabled by default.

       • Enable this setting to prevent errors caused by exporting duplicate invoice numbers to your ERP system.

       • The first requisition on commitment SC001 becomes SC001-01.

   • Direct Export.

     • Select the checkboxes next to the tools you want to enable:

       • Commitments

       • Commitment Change Orders (CCOs)

       • Subcontractor Invoices

     • Once enabled, click Send to ERP on any item to export it directly to your accounting system and bypass the ERP Integrations tool.
       

5. Click Update.