ERP INTEGRATION

The ERP Intregation tool is only accessible to a limited number of KBD Employees - all Project Coordinators and Procore Administrators. In this tool various aspects of the project financials can be imported from, or exported to, Vista (ERP) including Vendors, Jobs, Budgets, Prime Contract SOV, Commitments and Change Orders.


**NOTHING AUTOMATICALLY TRANSFERS TO VISTA**. Human interaction is required to process any data transfers between systems.


PROCORE TOOL
DETAILS
Directory
Vendors that are assigned a Vendor ID in ERP can be imported into Procore's directory including company name, address and telephone number.
Prime Contract
Prime Contracts that have been interfaced in ERP can be imported. The information that is included upon import include the job name, contract items and dollar values.
Prime Contract Change Orders
Prime Contract Change Orders that have been created in Procore can be exported to the ERP. The information that is included upon export include the description, newly created contract items and dollar values.
Commitments
Commitments that have been created in Procore can be exported to the ERP. The information that is included upon export include the commitment number, title, line item descriptions and dollar values. Commitments that were previously created in the ERP can be imported, but only by Procore's support team.
Commitment Change Orders
Commitment Change Orders that have been created in Procore can be exported to the ERP. The information that is included upon export include the commitment number, title, line item descriptions and dollar values. Commitment Change Orders that were previously created in the ERP can be imported, but only by Procore's support team.
Budget
Budgets that have been created in Procore can be exported to the ERP. The information that is included upon export include the cost code, cost type, description and dollar values. Budgets that were previously created in the ERP can be imported by our staff and will include renamed cost codes. Budgets must be interfaced in the ERP prior to being able to complete this task.

There are three icons, or badges, that will visually indicate the status of an item with respect to the ERP Integration. These can be visible in many locations throughout Procore and specifically on Commitments and Commitment Change Orders. The status for each badge is color coded and defined below.

ICON BADGE DESCRIPTION
Data that has been sent to the ERP Integrations tool for approval and has been retrieved from the tool OR data that was sent to the ERP Integrations tool and that has been rejected by an accounting approver.
Data that has been sent to the ERP Integrations tool and is waiting for an accounting approver to accept it for export.
Data that has been synced between Procore and the ERP system.

This tool is where the Procore Administrator assigns default cost types to the company-wide cost codes.

Cost Code Description LABOR MATERIAL SUB EQUIPMENT OTHER ADJUSTMENT
01 - GENERAL CONDITIONS
1000.__. General Conditions
1111.__. Regional Manager / BUL
1221.__. Job Signs


As of this writing there are more than 4,000 vendors linked between Procore and the ERP. Without this link commitments and change orders cannot be processed and sent thru for processing of payments.

Look for the green flag located to the right of each vendor in the company or project directory to know if the vendor has been linked.

KAJIMA ASSOCIATES, INC.ERP Vendor ID: 11123

This tool is where the Procore Administrator imports new projects once they've been created in the ERP.


Budgets can be either imported or exported based on the desire of the project team. Regardless of which method is used, that method will be cemented for the life of the project. In other words, once a budget has been exported it can never be imported; conversely, once a budget has been imported it can never be exported.

EXPORT A BUDGET

Before a Budget is available to export the following must be true:

  • The cost codes and cost types must be linked with the ERP
  • The budget must be locked

When ready, navigate to the ERP Integrations tool then click the Budgets subtab.

VIEWPOINT VISTA INTEGRATION

  • Std. Cost Codes & Cost Types
  • Vendors
  • Budgets
  • Commitments
  • Commitment Change Orders
FILTER ESTIMATES BY
Ready To Import (#)
Ready To Export (#)
Failed To Export (#)
Synced (#)
Archived (#)


SEARCH FOR A BUDGET

Once loaded, click the Ready To Export(#) link located in the right side menu.

Locate the budget that is ready to export by selecting the radio button next to the word Accept.

When ready click Export.

Upon successful export a small green message is displayed to the right of the Export button indicating Successfully Exported.

Alternatively, a budget can be rejected by selecting the radio button next to the word Reject. Provide a reason then click Reject

IMPORT A BUDGET

Before a Budget is available to import the following must be true:

  • The budget must be entered and interfaced in ERP
  • The project must be linked with ERP

When ready, navigate to the ERP Integrations tool then click the Budgets subtab.

VIEWPOINT VISTA INTEGRATION

  • Std. Cost Codes & Cost Types
  • Vendors
  • Budgets
  • Commitments
  • Commitment Change Orders
FILTER ESTIMATES BY
Ready To Import (#)
Ready To Export (#)
Failed To Export (#)
Synced (#)
Archived (#)


SEARCH FOR A BUDGET

By default the page loads those budgets that are ready to be imported as indicated by Ready To Import(#) shown in bold in the right side menu.

Locate the budget that is ready to import and click Import.

Upon successful import a small green message is displayed to the right of the Import button indicating Added To Procore.


Before a Commitment or Commitment Change Order is available to export the following must be true:

  • The vendor to which the commitment is being issued must be linked with Vista
  • The status of the commitment must be Approved
  • In the case of a change order, the commitment must be linked with Vista

When ready, navigate to the ERP Integrations tool then click the Commitments subtab.

VIEWPOINT VISTA INTEGRATION

  • Std. Cost Codes & Cost Types
  • Vendors
  • Budgets
  • Commitments
  • Commitment Change Orders
FILTER ESTIMATES BY
Ready To Export (#)
Failed To Export (#)
Synced (#)


FILTER COMMITMENTS BY JOB


SEARCH FOR COMMITMENTS


By default the page loads those budgets that are ready to be exported as indicated by Ready To Export(#) shown in bold in the right side menu.

Locate the commitment that is ready to export by selecting the radio button next to the word Accept.

Next, enter the month and year for the batch date. This date must coincide with a current open month and year in Vista. When ready click Export To Viewpoint Vista.

Upon successful export a small green message is displayed to the right of the Export button indicating Successfully Exported. This will update the ERP badge for the commitment to appear green with links.

This green badge is visible in the Commitment Summary view as well as within each Commitment.


# Title Contract Company Status Executed Original Contract Value Approved CCOs Total Contract Amount Invoices Pending CCOs Draft CCOs Total Payments Total Remaining % Paid
EditView SC-18999-001 SAMPLE CONTRACT
SAMPLE SAM CONTRACTING
Approved Yes $500,000.00 $125,000.00 $625,000.00 $250,000.00 $0.00 $0.00 $0.00 $625,000.00 0.00%
EditView SC-18999-002 SAMPLE CONTRACT
SAMPLE SUE CONTRACTING
Approved Yes $600,000.00 $125,000.00 $725,000.00 $350,000.00 $0.00 $0.00 $0.00 $725,000.00 0.00%

Alternatively, a commitment can be rejected by selecting the radio button next to the word Reject. Doing so will update the status of the commitment and allow further edits to be made as necessary. This will also update the ERP flag to appear orange with an arrow pointing left.

The procedure to export a commitment change order is identical to exporting a commitment. Navigate to the ERP Integrations tool then click the Commitment Change Orders subtab and follow the steps above.

VIEWPOINT VISTA INTEGRATION

  • Std. Cost Codes & Cost Types
  • Vendors
  • Budgets
  • Commitments
  • Commitment Change Orders

Before a Prime Contract is available to import the following must be true:

  • Contract Items must exist in Vista
  • The Project must be interfaced in Vista

When ready, navigate to the ERP Integrations tool then click the Prime Contracts subtab.

VIEWPOINT VISTA INTEGRATION

  • ...
  • Commitments
  • Commitment Change Orders
  • Prime Contracts
  • Prime Contract Change Orders
FILTERS
Ready To Import (#)
Unable To Import (#)
Archived (#)
Synced (#)


SEARCH FOR PRIME CONTRACT


Locate the prime contract that is ready to be imported and click Add to Procore.

Upon successful import a small green message is displayed to the right of the prime contract indicating Added to Procore.

This will update the ERP badge for the prime contract to appear green with links.


Before a Prime Contract Change Order (PCCO) is available to export the following must be true:

  • The Prime Contract must be linked with Vista
  • The status of the PCCO must be Approved

When ready, navigate to the ERP Integrations tool then click the Prime Contract Change Orders subtab.

VIEWPOINT VISTA INTEGRATION

  • ...
  • Commitments
  • Commitment Change Orders
  • Prime Contracts
  • Prime Contract Change Orders
FILTER PRIME CONTRACT CHANGE ORDERS BY
Ready To Export (#)
Failed To Export (#)
Synced (#)


SEARCH FOR PRIME CONTRACT CHANGE ORDERS


FILTER BY JOB


Locate the PCCO that is ready to export by selecting the radio button next to the word Accept.

Enter the existing Contract Item or enter the number for a new Contract Item to which the PCCO will be allocated. Next, enter the month and year for the batch date. This date must coincide with a current open month and year in Vista. When ready click Export To Viewpoint Vista.

Upon successful export a small green message is displayed to the right of the Export button indicating Successfully Exported. This will update the ERP badge for the PCCO to appear green with links.

Alternatively, a PCCO can be rejected by selecting the radio button next to the word Reject. Doing so will update the status of the PCCO and allow further edits to be made as necessary. This will also update the ERP flag to appear orange with an arrow pointing left.


This tool is where the Procore Administrator can view the underlying data fed from the ERP system to the Procore project budget.


Learn more by visiting Procore's support site.
https://support.procore.com/integrations/vista-viewpoint