Once the quote is received from the subcontractor, create a purchase order or subcontract for it in Procore. See Create Commitments.
Once the commitment is complete, give the subcontractor the contract reference number (PO-A0001-001)
Once you receive the invoice, send it to Accounts if they're not copied in, then Accounts will put it into OneCore.
All invoices must go through the Accounts inbox.
At least once a week process the OneCore bills for your project.
Once a month concludes, the finance team begins preparing that month's reports. To ensure accuracy, all bills with invoice dates falling within the reporting month must be processed.
Processing OneCore Invoices to a COMMITMENT
OneCore > AP Processing > Invoice List > Filters
Uploaded Time: Last 12 months
Linked Project: your project
Linked To: Unlinked
Click Search
Click on a row > Click
Select commitment (search by number or vendor)
If the commitment doesn't show up refresh
Click
Claim#: Invoice number, ensure you're not putting in the job/quote/sales number.
Billing Period: Ignore
Billing Date: Invoice date as shown on the invoice
Payment Date: Due date, as shown on invoice, if it's not obvious, it is most likely the 20th of the month after the invoice date shown on invoice e.g. Inv date: 16/01/24, due date: 20/02/24
Status: Approved
New Value: Amount without GST (subtotal) as shown on invoice
Ensure freight is included within the amount.
If you can't put the number under “New Value” then put “1” into New Quantity but only if the balance to finish is the exact amount as on the invoice. If the amount doesn't match exactly, locate the purchase order in Procore and edit it to include one line with the exact invoice amount. Then, subtract this amount from the other line if the system permits it.
If there isn't enough money in the PO, then change it in Procore and then refresh OneCore.
