Purchase Orders (Commitments)

Agave Sync allows you to export Procore Purchase Orders to Vista PM or PO Purchase Orders.

note

Purchase Orders with a status of "Approved" in Procore are synced in an interfaced status. This is to allow for you to immediately sync Subcontractor Invoices against these Purchase Orders.

Visual Mapping

Video Tutorial

Common Errors & FAQs

Are there any pre-requisites to syncing Purchase Orders?

Yes, the Project, Vendor, Budget Codes, and Units of Measure associated with the Purchase Order must be synced.

Importing Purchase Orders from Vista to Procore

If you choose to import Purchase Orders from Vista to Procore, there are a few important details to keep in mind:

1. Setting the Type: in Procore, the Purchase Order Type can be either Amount or Unit, which affects the availability of Unit Cost and Quantity in Line Items. Agave Sync determines the Purchase Order Type as follows:
   • If all Purchase Order Line Items in Vista have a Unit of Measure of LS, the Type is set to Amount in Procore.
   • Otherwise, the Type is set to Unit in Procore.
2. Change Order Line Items: all Purchase Order Change Order Line Items are filtered out. These should be applied via Purchase Order Change Orders in Procore (either manually in Procore or via sync).

Error: Terms Must Be One Of

This error occurs when the Payment Terms in Procore do not match the valid terms in your ERP. Procore's Payment Terms field allows free-text input, which means users must manually enter valid terms.

Here are three ways to resolve the issue:

1. Update Payment Terms: instruct Procore users to enter a value that matches your ERP’s valid Payment Terms.
2. Disable Payment Terms Sync: if syncing Payment Terms isn’t necessary for Purchase Orders, ask your Agave Account Manager to disable it.
3. Use a Custom Field: create a custom field in Procore with a predefined list of valid Payment Terms.

Create a Defined List of Payment Terms with a Custom Field in Procore

If you use any of the following ERPs, consider adding a custom field to ensure users select a valid Payment Terms value:

• Acumatica
• Foundation
• Vista

To add a Custom Field for Payment Terms in Procore:

1. From the Procore homepage, select Admin:

2. Under Tool Settings, select Contracts & Change Orders:

3. Select Create Fieldset, then Purchase Orders. Note you can also re-use an existing Fieldset if you would like:

4. If it is a new Fieldset, name it (e.g. "Purchase Order Fieldset"):

5. Toggle off Procore's default Payment Terms field:

6. Select Add Custom Field, and then press Create New.

7. Add a Name. Under Field Type select Multi Select:

8. Add values to the list. These should come from the Terms list in your ERP. Here are examples from Foundation and Vista:

9. Toggle on this custom field for your Fieldset, and press Save Changes. You can also assign this fieldset to existing Projects in Procore: