Integration by Procore: Accept or Reject a CCO for Export to Viewpoint® Spectrum®
Objective
To accept or reject a Commitment Change Order (CCO) that has been sent to the ERP Integrations tool for acceptance by an accounting approver.
Background
After a user sends a CCO to the ERP Integrations tool for accounting acceptance (see Integration by Procore: Send a Change Order to ERP Integrations for Accounting Acceptance) an accounting approver (see What is the Accounting Approver Role?) has the option to 'Accept' or 'Reject' the CCO as follows:
- Accept. Accepts the change order and exports it to Viewpoint® Spectrum® with the Integration by Procore.
OR - Reject. Rejects the change order and returns it to the Commitments tool in an editable state where the change order can be corrected and then re-sent to the ERP Integrations tool for accounting acceptance. See Integration by Procore: Resend a Rejected Change Order to ERP Integrations for Accounting Acceptance.
Note: If there is at least one (1) change order in the ERP Integrations tool that's awaiting accounting acceptance, Procore sends an automated email notification to the designated accountant once per day with the subject line 'ERP Integrations Daily Summary.' This notification lists all of items awaiting that person's acceptance.
Things to Consider
- Required User Permissions:
- Prerequisites:
- The company account must be integrated with Viewpoint® Spectrum®. See Integration by Procore: Setup Guide.
- The Commitments tool must be an active tab on the project. See Add and Remove Project Tools.
- The Change Orders tool must be an active tab on the project. See Enable the Change Orders Tool.
Steps
Review a Commitment Change Order
- Navigate to the company's ERP Integrations tool.
- In the ERP Integrations tool, click the Change Orders tab.
- In the 'Views' menu, click the Ready to Export link.
The page that appears lists only the CCOs that have been sent to the ERP Integrations tool for accounting acceptance. See Integration by Procore: Send a Commitment Change Order to ERP Integrations for Accounting Acceptance. - Continue with one of the following:
Accept a Commitment Change Order
- Locate the CCO in the 'Change Orders - Ready to be Exported to Viewpoint® Spectrum®' list.
- Choose the Accept option.
- Enter the Viewpoint® Spectrum® Commitment Change Order ID in the box.
Notes:- This field only appears if the 'Enable Custom CCO Title/Description When Exporting to Viewpoint® Spectrum®' feature has been enabled for your company by Procore.
- To submit a request to your Procore point of contact to enable this feature, a user must have 'Admin' level permission to the ERP Integrations tool.
- This is the unique ID number used to identify the change order in Viewpoint® Spectrum®.
- Select a date using the Change Order Date calendar control.
- Click Export.
This syncs the CCO with your Spectrum database. The process typically takes a few minutes.- If for any reason a CCO fails to export to Spectrum, you can view the failed item(s) by clicking the Failed to Export link in the Views menu in the right pane. When a CCO fails to export, follow the steps in Integration by Procore: Reject a Commitment Change Order and then Integration by Procore: Resend a Rejected Commitment Change Order to ERP for Viewpoint® Spectrum®.
- (Optional) To verify that the sync was successful, log into Spectrum and verify that your data appears as expected.
Reject a Commitment Change Order
- Locate the CCO in the 'Change Orders - Ready to be Exported to Spectrum' list.
- Choose the Reject option.
- Enter a short explanation about the reason(s) for the rejection.
- Click the Reject button.
The following events occur:- The system removes the CCO from the ERP Integrations tool and returns it to an editable state in the project's Change Orders tool and in the Commitments tool's Change Order subtab. See Edit a Change Order.
- The system sends an automated email notification to the user who created the CCO to alert this person of the 'Reject' response.