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Accept or Reject Cost Codes for Export to QuickBooks

Objective

To review cost codes that exist in Procore and not in QuickBooks and the accept the codes for export to QuickBooks.

Background

After adding Cost Codes to the Company level Admin tool, a user can send the codes to the ERP Integrations tool for accounting acceptance. The accountant then has the option to 'Accept' or 'Reject' the code(s) as follows:

  • Accept. An 'Accept' response exports the Company level cost codes from Procore and creates new codes in QuickBooks. 
    OR
  • Reject. A 'Reject' response removes the cost codes from the ERP Integrations tool's 'Ready to Export' list and places it into an editable state in the project's Admin tool for updating (see Edit and Add Company Cost Codes or Import Custom Cost Codes).  

If there is at least one (1) item awaiting accounting approval in the ERP Integrations tool's 'Ready to Export' view, users who have been granted the privilege detailed above will receive one automated email notification perday (e.g., with the Subject Line "ERP Integrations Daily Summary") until all of the in the 'Ready to Export' view have been accepted or rejected.

Things to Consider

Steps

Accept the Cost Code

  1. Navigate to the ERP Integrations tool.
  2. Click the Standard Cost Codes subtab. 
  3. Review the code(s) in the 'QuickBooks Cost Code List'. 
  4. Select an option in the following drop-down lists:
    • General Ledger Account - Income. Choose the appropriate income account for each cost code. An income account is used for revenues, expenses, gains, and losses.
    • General Ledger Account - Expense (Optional). If your company uses separate expense accounts, choose one from this list. 
      Note: Any changes you make will automatically be saved. 



      Important! If the 'Closing Date' field in QuickBooks is password-protected, you will need to remove that password protection from QuickBooks before proceeding with the next step. For assistance, see Set, Change, or Remove Closing Data Password on the Intuit web site. 
       
  5. Click Export Cost Codes in the right pane.


     
  6. Watch the 'Export Status' column in the QuickBooks Cost Code list. It may take a few minutes to export your codes. When the export is complete, the column reads 'Success.'



    Note: If you removed password-protection from the 'Closing Date' field in QuickBooks, you can restore it now. 

Reject the Cost Code

  1. Navigate to the ERP Integrations tool. 
  2. Click the Standard Cost Codes subtab. 
  3. Review the code(s) in the 'QuickBooks Cost Code List'. 
  4. Click Reject All.

     

    The system removes the codes from the "Ready to Export" list in the ERP Integrations tool. A yellow banner appears at the top of the page to confirm that the code(s) have been removed. 
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Last modified
16:24, 21 Feb 2017

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