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AR Invoices

Agave Sync allows you to export Autodesk Build Budget Payment Applications to Spectrum Customer Invoices.

note

Agave Sync exports AR Invoices to Spectrum in an Unposted status.

To see unposted AR Invoices in Spectrum, go to Spectrum's Sitemap and select Accounts Receivable-->Data Entry-->Customer Invoices.

Visual Mapping​

Autodesk and Spectrum AR Invoice Visual Mapping

Autodesk and Spectrum AR Invoice Visual Mapping

Autodesk and Spectrum AR Invoice Visual Mapping

Autodesk and Spectrum AR Invoice Visual Mapping

Autodesk and Spectrum AR Invoice Visual Mapping

Video Tutorial​

Common Errors and FAQs​

Are there any pre-requisites to syncing AR Invoices?​

Yes:

  1. You need to enable the Info-Link tables (see below),
  2. You will need to sync the following records referenced by the AR Invoice:
    • The Customer
    • The Project
    • The Prime Contract
  3. You will need to share a default AR Invoice GL Account with your Agave Account Manager.

Does Agave Support Syncing Sub-items from Autodesk Build?​

Yes, Agave supports syncing one level of sub-items from Autodesk Build for the following record types:

  • Subcontracts
  • Purchase Orders
  • Change Orders
  • AP Invoices
  • Prime Contracts
  • Prime Contract Change Orders
  • AR Invoices

To enable syncing for sub-items, ask your Agave Account Manager to enable it for you.

How It Works

Autodesk Build records have a hierarchical structure with:

  • Root items — parent line items
  • Sub-items — child line items
  • Sub-sub items — which are explicitly filtered out (only one level of nesting is supported)

Agave Sync will include root items and their direct sub-items when syncing. Any items nested deeper than one-level are excluded.

The following Info-Link tables are required when syncing Customer AR Invoices from or to Spectrum:

  1. CR_INVOICE_HEADER_MC
  2. CR_INVOICE_DETAIL_MC

Work Order AR Invoices require the following tables:

  1. WO_OTHER_COST_DETAIL_MC
  2. WO_OTHER_COST_HIST_DETAIL_MC
  3. WO_MATERIAL_DETAIL_MC
  4. WO_MATERIAL_DETAIL_HIST_MC

For details on enabling Info-Link tables for your user, see Steps 2.7 in our Spectrum authentication guide.

How is the Batch Number determined?​

If your PM System does not include a Batch Number, Agave Sync automatically assigns one based on the AR Invoice date. The Batch Number is set to the Saturday date of the week when the AR Invoice was synced, using the format "YYYYMMDD".

For example, if the sync occurs during the week of September 7, 2024 (Saturday), the Batch Number will be "20240907".

note

Agave Sync has a custom setting that allows for you to pick the day of the week you would like to use for the Batch Number date. If you would like to use a different day than Saturday, let your Agave Account Manager know.

Error: 500 Internal Server Error: "There was an error processing your request. It has been logged"​

This error can occur if your GL processing dates have not yet been setup. Verify this under System Administration > Installation > Processing Dates.

If that does not fix the issue, try going to System Administration > Installation > Accounts Receivable, and hit the "Save" button on the top left. This error can occur if you are on a new instance of Spectrum and have never saved the installation.

How is the Spectrum Invoice Type determined?​

  1. If the AR Invoice amount is a positive number, Agave Sync sets the Invoice Type to “Regular”.
  2. If the AR Invoice amount is a negative number, Agave Sync sets the Invoice Type to “Credit Memo”.