Common Errors and FAQs

General Errors

Invalid State Code for Country

When syncing Projects, Vendors, or Customers in Procore, only valid state or province names and ISO 3166-1 alpha-2 country codes are supported. Additionally, the specified state or province must correspond to a valid location within the project's country.

United States

Below is a list of valid state codes for use in Procore:

• AL: Alabama
• AK: Alaska
• AZ: Arizona
• AR: Arkansas
• CA: California
• CO: Colorado
• CT: Connecticut
• DE: Delaware
• FL: Florida
• GA: Georgia
• HI: Hawaii
• ID: Idaho
• IL: Illinois
• IN: Indiana
• IA: Iowa
• KS: Kansas
• KY: Kentucky
• LA: Louisiana
• ME: Maine
• MD: Maryland
• MA: Massachusetts
• MI: Michigan
• MN: Minnesota
• MS: Mississippi
• MO: Missouri
• MT: Montana
• NE: Nebraska
• NV: Nevada
• NH: New Hampshire
• NJ: New Jersey
• NM: New Mexico
• NY: New York
• NC: North Carolina
• ND: North Dakota
• OH: Ohio
• OK: Oklahoma
• OR: Oregon
• PA: Pennsylvania
• RI: Rhode Island
• SC: South Carolina
• SD: South Dakota
• TN: Tennessee
• TX: Texas
• UT: Utah
• VT: Vermont
• VA: Virginia
• WA: Washington
• WV: West Virginia
• WI: Wisconsin
• WY: Wyoming

Canada

Below is a list of valid province codes for use in Procore:

• AB: Alberta
• BC: British Columbia
• MB: Manitoba
• NB: New Brunswick
• NL: Newfoundland and Labrador
• NS: Nova Scotia
• ON: Ontario
• PE: Prince Edward Island
• QC: Quebec
• SK: Saskatchewan
• NT: Northwest Territories
• NU: Nunavut
• YT: Yukon

You Do Not Have Sufficient Access to Complete That Action

If you encounter this error, it either means:

1. The relevant Tool in Procore has not been enabled for the Project, or
2. The user you are using for the integration does not have the proper permissions.

Enabling a Tool in a Project

To enable a Tool in a Project:

1. Within Project Tools, go to Admin:

   

2. Under Project Settings, select Active Tools:

   

3. Select the relevant Tool and press Update:

   

Note, if you are receiving this error when attempting to import Budget Production Quantities:

1. Within Project Tools, go to Admin:

   

2. Scroll down to the Advanced Section and check the box for Labor Productivity for Budget, Change Events, and Change Orders. Then press Update:

   

tip

Make sure you turn on these tools for your Project Template.

Adding Proper Permissions for a User

If the Tool enabled for the Project, you will want to make sure the Procore User you are using for the integration has the proper Permissions. To learn more about Permissions in Procore, see their Permissions Tool guide.

AP Invoices

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.

note

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

Budget Line Items

WBS Code ID: This Budget Code Already Exists

If you see the error [Procore Error] wbs_code_id: This Budget Code already exists, it means a Budget Line Item with this Sub Job, Cost Code, and Cost Type combination (i.e. WBS Code) already exists in this Procore Project.

To resolve this error, press Link to Existing and link the Budget Line Item to the existing Budget in Procore.

tip

If the Budget Line Item is not appearing in the "Link to Existing" list, trying pressing Fetch Latest Data to confirm you are seeing the latest list of WBS Codes in your Procore Project.

Unlocking Budget Line Items in Procore

If you see the error [Procore Error] The original_budget_amount cannot be updated for a locked budget., it means the Budget in Procore is locked, and no changes can be made to its original amounts.

Why is the Budget Locked?

A Budget is usually locked after the original budget is finalized. Locking ensures that:

1. Users cannot modify the original budget data.
2. Your team maintains a clear historical record of Budget Modifications and Change Orders affecting the budget.

How to Unlock the Budget

If you need to make changes, go to the Budget page in Procore Project and press Unlock Budget:

Customers

What fields does Agave Sync "Auto-link" on?

Agave Sync will auto-link on the following fields for Customers:

• Name
• Address
• Code/Number
• Email
• Phone

Can Agave Sync write custom fields to Procore Customers?

No - at the moment, this is a limitation with Procore where Procore does not allow for custom fields on “Company” records.

How do we differentiate between Vendors and Customers in Procore?

Procore does not have a way to differentiate between Vendors and Customers at the moment. However, Agave Sync can apply a suffix (e.g. of "(Customer)") to Customers to differentiate them if you would like.

Direct Costs (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. youre 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.

Employees

Should I Sync Employees as Users or Contacts in Procore?

Procore has two types of Employee records:

1. Users: a Procore User is a person with a profile in a Procore Directory, and is identified by their unique login email address. Users can be added to a company's Procore account in the Company level Directory tool or in the Project level Directory tool.
2. Contacts: a Contact is a person whose name may be required as part of a data entry value, but does not have a user account to log in to Procore.

By default, Agave Sync syncs Employees as Users, but your Account Manager can add a setting to sync them as Contacts instead.

note

A Procore User will typically use their company email address, whereas their accounting or payroll system will often have their personal email address. If you plan to sync Employees as Users, we recommend updating their email address in their accounting or payroll system to use their company email address before syncing.

Does Agave Sync an Employee's Personal Information to Procore?

Agave ignores certain fields by default to protect your employees' privacy and maintain their ability to use Procore:

• Address: an employee's address details are not synced from your accounting system to Procore by default.
• Email: an employee's email is only synced when a new employee is synced from the accounting system to Procore, and not on updates. This ensures that login emails are not changed in Procore.

Why Can’t I Find an Employee in Procore When Linking to My ERP?

If an Employee doesn’t show up in the Link to Existing dropdown, it could be because they are:

1. Already Linked: they might already be linked to another employee record in your ERP.
2. Missing the Resource Management Checkbox: the Employee of... checkbox under Resource Management isn’t checked in their Procore Employee's record:

   

Equipment

Error: The Category and Type Field is Required

Procore requires a value for Category and Type when creating Equipment. To populate these fields, we use the Primary Category No and Secondary Category No fields in Foundation, where:

1. The Procore Equipment Category matches to the Foundation Equipment Primary Category, and
2. The Procore Equipment Type matches to the Foundation Equipment Secondary Category.

You will want to make sure that you ahve added the Category and Type values in Procore as possible records in Foundation's Equipment Categories form. To have these records match:

1. In Procore, go to Equipment Settings by pressing the gear icon at the top left:

2. In parallel, in Foundation, go to Equipment-->Maintenance-->Equipment Categories:

3. You will want to make sure you have a corresponding Equipment Category in Foundation for each Procore Equipment Category and Type. Note the Description field in Foundation should to the text in Procore.

Purchase Orders

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:

Subcontracts

Error: The Executed Date Field is Required.

This error occurs when your ERP requires a date for when the Subcontract was executed. Agave Sync uses the Contract Date field in Procore for this date.

To resolve this error:

1. Go to the Subcontract in Procore.

2. Scroll down to the Contract Dates section.

3. Add a date under Contract Date:

tip

To avoid this error, we recommend making the Contract Date field required. See Procore's Guide on how to make this field required.

Timecard Entries

How can I get my Timecard Entry hours to appear in my Budget in Procore?

After importing Timecards from your ERP, you will need to configure your Budget View to use the hours from your Timecard Entries to have them appear in your Budget in a Procore Project.

To configure your Budget View to include these hours:

1. On a given Budget View, select Configure budgeting views:

   

2. Select the Budget View you would like to configure:

   

3. Press Configure Columns:

   

4. Select the existing Hours Used column (if you have already created one), or press Create Source Column

   

5. Enter a value for Column Name (e.g. "Hours Used"), then select Timecard Entry Hours for the Column Source:

   

6. Check the box for Timecard Entry Hours, then check the *Approved box. Then press Save

   

Units of Measure

Adding Units of Measure to Procore

If you receive an error like the following: "The Unit of Measure associated with this model has not been synced", it's possible the Unit of Measure may not exist in Procore. To fix this error:

1. From Procore's homepage, go to Company Tools --> Admin:

2. Press Unit of Measure Master List on the right-hand navigation:

3. Select Add Unit of Measure, input the Unit of Measure, and press Save:

Vendors

What fields does Agave Sync "Auto-link" on?

Agave Sync will auto-link on the following fields for Vendors:

• Name
• Address
• Code/Number
• Email
• Phone
• Tax ID

Can Agave Sync write custom fields to Procore Vendors?

No - at the moment, this is a limitation with Procore where Procore does not allow for custom fields on “Company” records.

How do we differentiate between Vendors and Customers in Procore?

Procore does not have a way to differentiate between Vendors and Customers at the moment. However, Agave Sync can apply a suffix (e.g. of "(Customer)") to Customers to differentiate them if you would like.

How do I deactivate Vendors?

You may unintentionally sync Vendors to Procore. Instead of manually deactivating each Vendor, you can use Agave Sync to do so in bulk.

To deactivate Vendors you have synced to Procore:

1. Identify the Vendor you would like to deactivate:

   

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

   

   

3. The Vendors will now appear as syncable but will appear under the Inactive Companies tab in your Procore Company Directory:

   

   

note

Agave Sync will deactivate the Vendors in Procore, but not in the original source system (i.e. your accounting system).