AR Invoices (Owner Invoices)

Agave Sync allows you to sync Procore Owner Invoices and Foundation AR Invoices.

Procore to Foundation

Visual Mapping

note

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

Video Tutorial

FAQs and Common Error Messages

Is releasing retention supported?

No, releasing retention is not supported in sync for Foundation.

Error: The Ledger Account ID Field is Required

Foundation requires a Ledger Account to be applied when exporting AR Invoices from other systems. Because your Project Management System does not have Ledger Accounts, you will need to supply your Agave Account Manager with default (1) Accounts Receivable, and (2) Accounts Receivable Retention Ledger Accounts that you would like Agave to apply to all AR Invoices exported from your Project Management System going forward.

Note these two Ledger Accounts appear in the G/L section of the A/R Enter Invoices form in Foundation:

Error: The Retainage GL Account is Required

Foundation also requires a Retainage Ledger Account to be applied when exporting AR Invoices from other systems. Because your Project Management system does not have Ledger Accounts, you will need to supply your Agave Account Manager with a default Retainage Ledger Account (e.g. "Accounts Receivable - Retention") that you would like Agave to apply to all AR Invoices exported from your Project Management System going forward.

note

Agave Sync does not yet support retention releases.

Error: AR Invoice with Code "#" Already Exists

Agave uses Foundation's built-in "Next Number" feature when creating AR Invoices in Foundation. If you receive the error Foundation: An AR Invoice with code "X" already exists, it is from the "Next Number" already being in use in Foundation.

To reset the "Next Number" in Foundation:

1. Navigate to Main Menu > Tools > System > Other and select Next Number:

2. Select the relevant data type (Customer in this example) and reset its number (i.e. to a later number):

Error: This Customer has the "Force Job" Checkbox Enabled

This error occurs because a Foundation Customer-related setting is enabled, which requires every AR Invoice for the Customer to be linked to a Job.

To resolve this error, you need to either:

1. Associate the AR Invoice with a Job in ServiceTitan, or
2. Uncheck the "Force Job" option for the customer in Foundation by navigating to Customers → Defaults:

G/L (Ledger) Accounts

Since Procore does not have the concept of Ledger Accounts, be sure to let your Agave Account Manager know which Ledger Account you would like to apply for the AR Invoice's:

1. Subtotal amount (e.g. an "Accounts Receivable" Account)
2. Retention amount (e.g. an "Accounts Receivable - Retention" Account)

See visual mapping above for an example.

Error: The Due Date Field is Required

This error is from a missing "Due Date" in the Billing Period in Procore for the Owner Invoice. Add the Billing Period and Due Date, and you will no longer receive this error:

To learn more about adding Billing Periods in Procore, see Procore's documentation.

Error: The Customer ID Field is Required

This error is from a missing Customer on the Prime Contract in Procore. To fix this issue, make sure the Owner/Client input on the Prime Contracts view has an ERP-linked Customer (example below). If an ERP-linked Customer is not appearing, you will want to make sure it has been added t othe Project Directory.

Error: The Issue Date Field is Required

This error is from a missing Billing Date on the Owner Invoice. To fix this issue, add a Billing Date to the Owner Invoice in Procore.

How are the subtotal and retention amounts calculated for each Line Item?

Subtotal Amount

Agave Sync calculates the subtotal for a Procore Owner Invoice Line Item using this formula:

subtotal = work_completed_this_period + materials_moved + (materials_presently_stored - materials_previously_stored on the last Owner Invoice)

This ensures the subtotal reflects only the new work and materials completed or stored during the current billing period, by subtracting any materials already reported on the previous invoice.

Retention Amount

Agave Sync calculates the retention amount for a Procore Owner Invoice Line Item as:

retention = work_completed_retainage_retained_this_period + materials_retainage_retained_moved + (materials_stored_retainage_retained_this_period - materials_preivously_stored_retainage_retained_this_period on the last Owner Invoice)

This formula accounts for new retainage amounts held during the current period, including any adjustments for materials that have moved categories (e.g., from stored to installed), while subtracting retention already reported in prior periods to avoid duplication.

Foundation to Procore (non-AIA Billing)

Visual Mapping

These mappings are from the AR Invoice Entry screen in Foundation (Accounts Receivable > Enter Invoices)