Smoothx Tools - Settings

The following section is an overview of the Smoothx Tools Settings menu.

Some settings apply to specific applications, e.g. ProScan+ vs Cost+.

Smoothx Tools - Settings

Manage the settings for your Smoothx Tools account.

• General - Smoothx Tools General Setting

• Tax Codes - Manage your Procore tax codes

• Currencies -  Manage your Procore currencies. Set a default currency for scans. 

• Tools - Refresh Procore data

• Procore Access - Connect Procore to Smoothx Tools, Set up Procore Marketplace Apps

General

Set your country and currency settings, along with company-wide two-factor authentication.

• Automatically Enable Project Data Syncing

• • When enabled, all new Procore projects will have syncing/publishing functions turned on.
• Include Inactive Procore Projects
  • Procore only returns active projects by default. Turn this on to also list your inactive projects.

• Require Two-Factor Authentication for all users

  • When enabled, all users in your company will have two-factor authentication turned on by default.
• Invoice Number Management (Cost+)
  • Configure the invoice numbering format used when generating Procore Head Contact claims via Cost+ tool.
• Current Invoice Number
  • Select the starting number for your invoice numbering.

• Country

  • Apply your company country.

• Currency

  • Apply your company currency.

• Timezone

  • Apply your company timezone.

Tax Codes

Set you company default Procore Tax Code.

• Code
  • Tax Code set in Procore
• Description
  • Tax Description set in Procore
• Percentage
  • Tax percentage set in Procore Tax Codes
• Percentage (Optional) Cost Plus ONLY
  • The "Percentage (optional)" field on a tax code is a second tax rate that gets charged on top of the main percentage, e.g. GST plus a state or provincial tax.
  • Example: Percentage = 10% and Percentage Optional = 2.5%. Any expense using the tax code will have 12.5% in total. The payment application shows the two taxes as separate lines rather than one combined amount. Only used in Cost Plus payment applications and claim exports. 
• Default
  • Set the default tax code. This will be applied when a tax code is not specified in Procore, e.g. Direct Cost missing the tax code.

Currencies

 Manage your Procore currencies. Set a default currency for scans. 

• Exchange Rate

  • Current exchange rate as configured in Procore Multi-Currency settings

• Default (Recommend setting a default)

  • When enabled, this currency will be applied to invoices published to Procore if another currency is not specified.

Tools

Used to ensure the data in ProScan+ is aligned with your Procore account.

Refreshing Tools is also recommended when any major changes to your Procore Financials setup takes place, e.g. new Cost Codes added to Procore.

• Refresh Contacts

  • Update the company Contacts in ProScan+

• Refresh Cost Codes

  • Update the Cost Codes in ProScan+

• Refresh Cost Types

  • Update the Cost Types in ProScan+
• Refresh Tax Codes
  • Update the Tax Code in ProScan+

• Refresh Currencies

  • Update the Currencies in ProScan+

Smoothx Invoice Settings

Control your Smoothx Invoice settings.

• Calculate Tax on Gross Amount

  • Work tax out on the full value claimed this period, before retention is withheld. 

• Calculate Tax on Advance Payment

  • Add tax to the advance payment calculation.

• Automatically Process Advanced Payment Invoices

  • Process the 0 value work completed invoices automatically as an advance payment according to commitment settings (if it is the first invoice on the contract).

• Automatically Process Work Completed Invoices

  • Process subsequent invoices (after advance payments) as work completed invoices automatically (and process deductions and bonuses and push to custom fields as configured).

• Automatically Process Work Completed Invoice Updates

  • Re-run the calculations when an already-processed invoice is edited in Procore. If it is adjusted, it will repush the information to Procore. 

• Invoice Automatic Processing Minimum Status

  • The lowest Procore invoice status the advance payment processing automation is allowed to process.

• Automatically Update Status on Processed Invoices

  • Move the invoice into a new Procore status once it has been processed. 

• Invoice Automatic Processed Status

  • Which status to move it to once processed according to the above setting. 

• Custom Field Decimal Precision

  • How many decimal places are used when writing amounts back into Procore custom fields. 

Procore Access

You will need to connect your Procore account to Smoothx Tools and setup the relevant Procore Marketplace Apps to establish the link to Procore.

See: Smoothx Tools - Connecting Procore

See: Smoothx Tools - Install Procore Marketplace Apps

Extractus Access

Link your Procore Admin user to your Extracus account in Smoothx Tools.

See: About Extracus