Job Costs

Agave Sync allows you to import Vista JC Detail to Procore Direct Costs.

note

If you are syncing Subcontract and/or Purchase Order Invoices from Procore, you can choose to exclude their related Job Costs from your data. This prevents the same costs from being counted twice. Contact your Agave Account Manager if you would like to enable this filter.

Visual Mapping

Video Tutorial

FAQs and Common Errors

Are there any pre-requisites to syncing Job Costs?

Yes, the Project and Budget Codes must be synced.

How do Vista Job Cost Types map to Procore Direct Cost Types?

When Job Costs are synced from Vista to Procore:

1. If the Job Cost relates to a Subcontract or Purchase Order, it will be synced with the type of Subcontractor Invoice in Procore,
2. If the Job Cost relates to Payroll (i.e. from PR Entry), it will be synced with the type of Payroll, and
3. Otherwise, the Job Costs will have a type of Expense.

Can I sync attachments from Vista Job Costs?

Yes, after completing the following pre-requisites.

Pre-requisites to syncing Attachments

1. In Vista, go to Document Management-->DM Attachment Options.

2. Open DM Attachment Options. Under Database, confirm that the Name is set to "VPAttachments". If it is not set to "VPAttachments", let your Agave Account Manager know and they will provide guidance on next steps.

3. Open a ticket with Trimble Support (link for instructions). You can use the following templated message:

Hi Trimble Support - would it be possible to add the following permissions for the "Agave-User" to the VPAttachments database?

1. db_datareader
2. db_datawriter

4. Once Trimble Support confirms the above permissions have been enabled, let your Agave Account Manager know and they can enable Attachments for you in Job Costs.

Deleting Job Costs

You may unintentionally sync Job Costs to Procore. Instead of manually unlinking and deleting them, you can use Agave Sync to delete Job Costs you have synced to Procore in bulk.

To delete Job Costs you have synced to Procore:

1. Identify the Job Costs you would like to delete:

   

2. In Agave Sync, select those Job Costs and press Delete from Procore:

   

   

3. The Job Costs will now appear as syncable but they will no longer exist in Procore:

   

   

note

Agave Sync will delete the Job Costs in Procore, but not in the original source system (i.e. your accounting system).

Error: Vendor Can't Be Blank

The error [Procore Error] vendor: can't be blank occurs when trying to sync an Invoice or Subcontract Invoice Direct Cost without a Vendor, which Procore requires.

To resolve the issue:

1. If the Vendor already exists in Procore, ensure it is linked to the corresponding Vendor in your ERP system.
2. If the Vendor does not exist in Procore, sync the Vendor from your ERP system to Procore before attempting to sync the Direct Cost again.

Budget View Configuration

note

This is applicable to users that create AP Invoices against Purchase Orders or Subcontracts directly in their accounting system (rather than Procore).

Importing Direct Costs for Commitment Invoices

If you enter your AP Invoices for commitments directly into your accounting system, Agave imports the posted costs into Procore to update your Job to Date Cost total. They are set to type Subcontractor Invoice to differentiate them from typical Direct Costs:

Procore's default "Projected Cost" calculation (Committed Costs + Direct Costs + Subcontractor Invoices) will then double-count costs against any commitments, as they are included in both the commitment and the synced Direct Cost.

How to Correct the Projected Cost Calculation in the Budget View

You can update the Procore Budget view to exclude Direct Costs of type Subcontractor Invoice and have an accurate Projected Cost total with the following steps:

note

For information on configuring Procore Budget views, see their documentation here.

1. Add a Column for all Imported Costs

Create a source column called "All Imported Costs" that equals the sum of all Direct Costs. This column can stay hidden (deselected); it will only be used for calculations in other columns.

2. Update the "Direct Cost" Column to Exclude the "Subcontractor Invoice" Type

Edit the pre-existing Direct Cost column to use the "Type" filters. Selecting the checkboxes for the non-Subcontractor-Invoice types will exclude the duplicative costs from the definition:

3. Update the "Job to Date Cost" Column to use "All Imported Costs"

Edit the pre-existing "Job to Date Cost" column to use the "All Imported Costs" column instead of "Direct Costs" to ensure that it includes all costs.

Video Tutorial