Approving an Invoice with a Purchase Order with Procore Integration

Introduction

When managing invoices in Lentune for Procore integration, it's critical to ensure that the invoice value is accurately allocated to purchase order lines. This allocation allows for precise receipting in Procore, ensuring that financial transactions align seamlessly with your project.

This guide will walk you through the steps to approve an invoice with a Procore PO in Lentune, and demonstrates two methods for allocating the invoice value: by value or by quantity.

Method 1: Allocating Invoice Value by Value

1. Access Invoice Details: Open the invoice you wish to approve within Lentune.
2. Populate the PO number for the invoice: Wait for the PO to pop up as a tab on the top corner above the invoice.
3. Click on Allocations: Within the invoice details, locate and click on the Allocations tab. This tab allows you to specify how the invoice value should be distributed across the PO lines.
4. Allocate by Value: In this method, you'll need to manually allocate the invoice value to the correct PO lines. For instance, if you have a $1000 invoice and a PO with 10 lines, you will allocate specific amounts to each line, e.g. $500 to the first line and $500 to the second line.
5. Allocate Entire Invoice Value: Ensure that you allocate the entire invoice value. This step is crucial for accurate financial tracking in Procore.
6. Refresh PO Lines if Needed: If you encounter any issues with the PO lines not displaying correctly, go back to your master PO source, which can be either Lentune or Procore. Make any necessary edits, and then return to the Allocations tab. Click the Refresh button to display the updated lines. If it hasn’t updated, wait for a minute or two and try again as the webhook may not have been completed yet.

Method 2: Populating Invoice Lines Based on Quantity – If you wish to receipt on quantity instead of value

1. Start at Administration > Settings: If you prefer to allocate based on quantity rather than value, you can set this in Administration > Settings.
2. Disable Auto-Allocation: In the right had column, scroll down  to the field Populate payable invoice line with linked purchase order line. Untick this option and click Save.
3. Now go back into the invoice, click invoice lines and fetch. This fetch will populate the invoice lines instead of PO lines. The quantity on the invoice lines is what will receipt back to Procore provided the cost codes match.

Conclusion

Properly allocating the invoice value to the corresponding PO lines is essential when approving invoices for Procore integration in Lentune. Whether you choose to allocate by value or by quantity, these steps ensure that your financial transactions align accurately with your project.

Additionally, knowing how to refresh PO lines and adjust settings can help you address any issues that may arise during the allocation process.

By following these methods, you can confidently approve invoices with Procore POs in Lentune, contributing to efficient project management and precise financial control.

Last updated: 21 September 2023