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AP Invoices (Vendor Invoices)

note

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

To see unposted AP Invoices in Spectrum, go to Spectrum's Sitemap and select Accounts Payable-->Data Entry-->Vendor Invoices.

Visual Mapping​

Procore and Spectrum AP Invoice Visual Mapping

Procore and Spectrum AP Invoice Visual Mapping

Procore and Spectrum AP Invoice Visual Mapping

Procore and Spectrum AP Invoice Visual Mapping

Procore and Spectrum AP Invoice Visual Mapping

Video Tutorial​

Common Errors and FAQs​

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

  1. VN_GL_DISTRIBUTION_HEADER_MC
  2. VN_GL_DISTRIBUTION_DETAIL_MC
  3. VN_INVOICE_APPROVAL_HDR_MC
  4. VN_INVOICE_APPROVAL_DET_MC
  5. VN_INVOICE_TRAN_HEADER_MC6
  6. VN_INVOICE_TRAN_DETAIL_MC
  7. VN_CURRENT_ROUT_PROCESS_MC
  8. VN_ROUTING_HISTORY_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 AP Invoice date. The Batch Number is set to the Saturday date of the week when the AP 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".

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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.

Can I sync AP Invoices for Purchase Orders?​

Unfortunately no. Due to limitations with Spectrum, we can only sync AP Invoices that reference Subcontracts.

Can I release retention through Agave Sync?​

Unfortunately no. Due to limitations with Spectrum, we cannot sync retention release for Subcontract Invoices. You will need to do manually release retention in Spectrum.

How is the batch number determined?​

Since Procore does not have a batch number, Agave Sync automatically sets the batch number to the date of the Saturday the AP Invoice was synced in the format "YYYYMMDD".

For example, if the Saturday of the sync is 9/7/2024, the batch number is set to "20240907".

How are materials stored factored into AP Invoice amounts?​

The amount of a line item synced from Procore to Spectrum is equal to "Work Completed Amount This Period" + ("New Materials Stored" - "Previous Materials Stored").

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: Missing Contract​

This error occurs when the Subcontract or Purchase Order associated with the AP Invoice has not been synced to Procore.

To resolve this error, sync the Subcontract or Purchase Order associated with this AP Invoice.

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If you do not plan to sync the AP Invoice or related Subcontract or Purchase Order, you can Ignore the AP Invoice record.

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

Subtotal Amount​

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

subtotal = total_completed_and_stored_to_date - total_completed_and_stored_to_date_from_previous

What this means:

  • total_completed_and_stored_to_date is the cumulative value of work and materials completed and stored up to the current period.
  • total_completed_and_stored_to_date_from_previous is the cumulative value from the previous billing period.

The subtotal is the new work and materials completed/stored during the current period only (the difference between the current total and the previous total).

Retention Amount​

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

retention = work_completed_retainage_retained_this_period + materials_stored_retainage_currently_retained + materials_retainage_retained_moved - materials_stored_retainage_previous_progress

What this means:

  • work_completed_retainage_retained_this_period: the amount of retainage held from work completed in this billing period.
  • materials_stored_retainage_currently_retained: retainage held on materials currently stored (this period).
  • materials_retainage_retained_moved: retainage moved (for example, when stored materials are installed and the retainage category shifts).
  • materials_stored_retainage_previous_progress: retainage that was already reported in prior periods for stored materials (this is subtracted to avoid duplication).

This formula adds up all new retention for work and materials this period (including adjustments if materials have been moved into work-in-place) and subtracts any retention that’s already been accounted for in prior periods to ensure accuracy.