How do I backfill a payment application from Yardi to Portfolio Financials?
Note
This information in this FAQ is specific to the Portfolio Financials product in Procore. Please reach out to your Procore point of contact for more information.Background
Backfilling Payment applications allows you to back-date payment applications that were created outside of Procore or prior to using Portfolio Financials for your project. This is useful if you just started using Portfolio Financials and need to reconcile payment applications that have not been added to Procore yet. Backfilling payment applications will ensure that your accounting system totals match the totals in Procore.
important considerations:
- Backfilled payment applications must be applied to a coded BOQ and only the codes on the BOQ can be used. This means that if someone paid a payment application in Yardi that used codes that were not on the BOQ, you would not be able to backfill that payment application to the same BOQ.
- Allocated payment applications cannot be backfilled.
- Payment applications cannot be backfilled a second time.
Tip
If you are NOT using an integration but need to backfill payment applications in Portfolio Financials, see How do I backfill a payment application in Portfolio Financials?Answer
- From the reconciliation screen, you can identify a payment in the Yardi PTD column that does not match up with amount on the Procore side.
- Click Link Payment application.
Note: The first view that pops up shows the Yardi payment application information, including Category Codes that were used, along with the Total.
- The next screen keeps a reference of the Yardi version at the top and the bottom of the screen is where you can create the Procore version.
Note: Although the process is automated as much as possible, you must manually backfill payment applications. This is because the BOQ in Procore can be much more detailed than the summarised payment applications in Yardi. - The exact amount that was paid on each category code is displayed (on the screenshot below) and only that amount can be backfilled on the BOQ, on the line items that match up. Codes are shown on this screen, unlike the regular payment application submission screen.
- After the entire payment application has been backfilled against the correct category codes, the payment application can be submitted.
- The backfilled payment application automatically takes on a 'Synced and Approved' Status. In addition, the percent complete is updated, so vendors will see in the Contract Room that they cannot payment application you for the same portion of work.
Note: The Reconciliation screen for the backfilled payment application show the Procore and Yardi amounts in their own columns, along with no amount in the 'Difference' column since that the amounts now match.
