AP Payments

Agave Sync allows you to sync Sage Intacct AP Payments to Procore Payments.

note

Each Procore Payment must apply to exactly one AP Invoice. If your Sage Intacct AP Payments commonly cover several Bills at once, see What happens if one payment covers multiple invoices? below.

Visual Mapping

Video Tutorial

Common Errors and FAQs

Are there any pre-requisites to syncing AP Payments?

Yes. Procore requires both a commitment and an AP Invoice on every Payment, so the following must be synced beforehand:

• Vendors
• Projects (Jobs)
• Subcontracts or Purchase Orders
• AP Invoices

The Procore Commitment must also be in an Approved or Complete state, since Procore does not allow Payments to be created against a Commitment in any other status.

How does Agave determine which commitment a payment belongs to?

Sage Intacct creates two records when you enter a purchasing transaction:

1. The invoice itself, in the Purchasing module.
2. A matching Bill, in the Accounts Payable module.

Payments can only be applied to AP records, so a payment always attaches to the Bill rather than to the purchasing invoice. Neither record carries the commitment or project directly.

Agave therefore traces the chain backwards: from the Payment to the Bill it was applied to, from the Bill to the purchasing invoice it originated from, and from that invoice to the Subcontract or Purchase Order it was created against. That commitment, along with its project, is what the Procore Payment is written to.

Why does my AP Payment show "Missing Dependency"?

This is expected and does not prevent the payment from syncing.

Because the payment attaches to the Bill rather than to the purchasing invoice (see above), Agave looks for the Bill when resolving the payment's dependencies. Bills are not synced in their own right, so the dependency appears unmet and the record is flagged.

The payment can still be synced normally.

Which Sage Intacct payments can sync?

Only payments applied to an AP Bill.

A payment line in Sage Intacct can be applied to several different things — a Bill, a credit memo, a debit memo, an AP advance, or a negative bill. Only a Bill leads back to an invoice and a commitment, which is what Procore needs, so payments applied to the other types will not sync.

What happens if one payment covers multiple invoices?

Error message: AP Payment line items must only reference exactly 1 AP Invoice to sync to Procore.

A single Sage Intacct payment can cover Bills belonging to different projects and different commitments. Because Agave has to resolve one project and one commitment for the Procore Payment (see above), a payment spanning several Bills is ambiguous and cannot be synced as-is.

Agave can split these automatically: when enabled, a Sage Intacct payment applied to three Bills is brought across as three separate Procore Payments, one per invoice, each carrying its own amount and landing on its own project and commitment. Reach out to your Agave Account Manager to turn this on.

What is the mapping between Sage Intacct and Procore Payment Methods?

Procore supports three payment methods, so Sage Intacct's are grouped as follows:

Sage Intacct Payment Method	Procore Payment Method
Cash	Check
Printed Check	Check
Check Delivery	Check
WF Check	Check
Credit Card	Credit Card
Amex Charge Card	Credit Card
ACH	Electronic
EFT	Electronic
Amex ACH	Electronic
WF Domestic ACH	Electronic
WF USD Wire	Electronic

What status do synced Payments have in Procore?

Every Payment created by Agave Sync is set to Paid in Procore, regardless of its status in Sage Intacct.