AP Invoices

Visual Mapping

note

Agave Sync exports AP Invoices to Foundation in an Unposted status. To see the AP Invoice in Foundation, go to Foundation's Accounts Payable Enter Invoices form, then press Modify and Modify Unposted Invoices.

Enabling AP Invoices Sync to Foundation

Installation

Exporting AP Invoices to Foundation requires the a combination of Foundation's FSI Importer, ODBC access, and the Agave Connector.

Step 1: Download the FSI Importer

1. Log in to the Foundation Client Portal.

2. If you are a Foundation Cloud (Hosted) Customer, go to Resources-->Downloads. If you are a Foundation On-premise Customer, go to Resources-->Software Releases.

3. Select the download icon for the FSI Importer.

4. Once the file has downloaded, go to your Downloads folder and open the .exe file. This will start the installation process for the FSI Importer.

5. Finish the installation process.

Step 2: Set up ODBC access for the FSI Importer

To use the FSI Importer with Agave Sync, you will need to set up Microsoft Open Database Connectivity (ODBC) access to your Foundation instance. Complete Foundation's guide to setting up this access.

Step 3: Set up the Agave Connector

1. Ask your Agave Account Manager for a link to the Agave Connector. Then download and install it.

2. Open the Agave Connector and press Add Account.

3. Select Foundation as your Source System.

4. Input details for your Foundation user you use in Agave Sync, and then press Test and Save. Note, these are the same credentials you used for connecting Foundation to Agave Sync.

5. Notify your Agave Account Manager that you have completed the foregoing step and ask for an Account ID and Token. Input these details in the next screen and then press Test and Save:

6. Notify your Agave Account Manager that you have completed the foregoing step. They will then be able to confirm that you can export AP Invoices to Foundation.

FAQs

How does Agave know which AP Invoice FSI Importer defaults to use?

Agave Sync references two locations to determine the FSI Importer defaults:

1. For the Expense Ledger Account, Agave Sync uses the same Ledger Accounts references in Subcontracts and Purchase Orders (under System --> Controls --> P/S).
2. For other defaults, Agave Sync references the AP Control file in Foundation (under System --> Controls --> A/P). These defaults include:

Default	Control File	Notes
A/P G/L Account	Control A/P File	-
Cash G/L Account	Control A/P File	-
Credit Card G/L Account	Control A/P File	-
Discount G/L Account	Control A/P File	-
Expense G/L Account	None - see Notes	Defaults to the Expense Ledger Account from the Purchase Order or Subcontract Line Item
Division 1	Control A/P File	-
Division 2	Control A/P File	-
Division 3	Control A/P File	-
Division 4	Control A/P File	-
EFT G/L Account	Control A/P File	-
Is Phase Enabled?	Control J/C File	-
Lien Waiver Flag	Control A/P File	-
Payment Type	None - see Notes	Always set to "Regular"
Retainage G/L Account	Control A/P File	-
Terms	Control A/P File	-

Do I need to have the FSI Importer installed for AP Invoice syncs to work?

Yes. We leverage the same technology that Foundation uses for the FSI Importer as part of this sync.

Do I need the Agave Connector to be opened/minimized for AP Invoice syncs to work?

Yes - we recommend keeping it open and minimized.

Can I sync AP Invoices against Subcontract or Purchase Order Change Orders?

Yes insofar as you have the following setting in Controls-->P/S-->Invoicing enabled:

FAQs and Common Errors

What are Billing Periods and how do I add them?

You may receive an error like the following: [Procore Error] The project must have an open billing period (or admin can specify a period_id) to create an invoice when attempting to import AP or AR Invoices to Procore.

To fix this error, you will need to create a "Billing Period" in the Project. For context, a Billing Period defines the billing cycle used by a project's team and invoice contacts on Procore's invoices and progress billings. In addition to defining the frequency of the billing cycle (for example, monthly or weekly), a billing period also defines the billing cycle's start/end date and the due date for the invoice or progress billing.

To learn more about adding Billing Periods to Procore, see Procore's guides on creating manual billing periods and automatic billing periods.

Note, we recommend creating these Billing Periods in your Project Template(s), so you do not need to add Billing Periods for each Project going forward.

Error: No Ledger Account ID found for provided Foundation Cost Type.

Foundation requires a Ledger Account ID for AP Invoice line items. Since Procore does not have a Ledger Account field in Subcontractor Invoices, Agave Sync uses the value from the A/P Expense G/L field for the Cost Type (Cost Class). If this field is not populated, Agave Sync will generate an error.