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Procore

Accept or Reject a Budget for Export to Viewpoint Vista

Objective

To accept (or reject) a budget that has been sent to the ERP Integrations tool for acceptance for export to the integrated ERP system by an accounting approver.

Background

After a user sends a project's budget to the ERP Integrations tool, your company's designated accounting approver must 'Accept' the data before the system will export it to the integrated ERP system. If there is at least one (1) budget line item in the ERP Integrations tool awaiting acceptance, Procore will send approver(s) an automated email notification with the subject line 'ERP Integrations Daily Summary. This email is sent one per day until an 'Accept' or 'Reject' response is submitted. The email also lists all of the budget items awaiting acceptance.

To submit a response, the accounting approver has these options in the ERP Integrations tool:

  • Accept. Accepts the budget and exports the data to the integrated ERP system. 
    OR

  • Reject. Rejects the budget. This removes the data from the ERP Integrations tool and unlocks it in the Budget tool, so it can corrected and then re-sent to the ERP Integrations tool for accounting acceptance. 

To learn how to accept or reject a budget, see the Steps below. 

Things to Consider 

  • Required User Permission:
    • 'Standard' or 'Admin' level permission on the ERP Integrations tool.
      AND
    • The person's account must be granted the 'Can Push to Accounting' privilege in the Company Directory. To request to enable this privilege, submit a request to your Procore point of contact. This must be enabled for you by Procore. 
  • Prerequisites:
  • Restrictions:
    After exporting a Procore budget to Viewpoint Vista, the following restrictions are in place:
    • You no longer be permitted to import Viewpoint Vista budget or job data into Procore.
    • You will not be permitted to unlock the Procore project's Budget tool (see Unlock a Budget), unless the following is true: 
      • The exported entries have been manually posted to your Viewpoint Vista system using the Job Cost function. See your Viewpoint Vista  Help system for instructions 
      • The Viewpoint Vista data is synced with the Ryvit Service and then back to Procore. See How often can I sync data between Viewpoint Vista and Procore?
    • When the export is successful, go to the JC Job Phase form in Viewpoint Vista to review the original estimate.

Steps

Review the Budget

  1. Navigate to the company's ERP Integrations tool.
    This reveals the Viewpoint Vista page.
  2. Click the Budgets tab.

    vv-budgets-tab.png

    This reveals the Ready to Import table. 
  3. Under Filter Estimates By, click Ready to Export

    vv-filter-estimates-by.png

    The page that appears list project budgets that have been sent to the ERP Integrations tool for acceptance by an accounting approver. See Send a Budget to ERP Integrations for Accounting Acceptance or Resend a Rejected Budget to ERP Integrations for Accounting Acceptance.
  4. Continue with one of the following:

Accept a Budget

  1. In the Ready to Export page, Budgets - Ready to Be Exported table, locate the budget for the desired project.

    vv-budget-details.png
  2. Click Details.
    This opens a Budget Updates window that shows the Cost Code, Cost Type, Original Budget, Budget Changes, and Revised Estimate

    vv-budget-updates.png
     
  3. Review the budget information.
  4. When you are ready to proceed with your acceptance, click the 'x' to close the Budget Updates window. 
  5. Accept the change order for export as follows:
    1. Accept. Choose this option button to indicate that you are accepting the item for export.

    2. Export. Click this button to export the selected item. 
      This exports the item to the integrated ERP system. Typically, this takes a few minutes. A message shows you the export status and confirms when the process is successful. 

    3. OK. In the confirmation message that appears, click OK to acknowledge that once the accepted budget is exported, you will not be able to import a budget from your integrated ERP system into Procore.

What happens next:

  • Procore exports your project's budget to Viewpoint Vista. 
  • After the export is successful, it is recommended that you review your JC Original Estimate Form in Viewpoint Vista to verify that the estimate transactions have posted.
  • The Ryvit Service will now sync the updated changes on its hourly schedule. See How often can I sync data between Viewpoint Vista and Procore?
    Note: After a successful sync, the ability to unlock the budget in Procore becomes available. See Unlock a Budget.

Reject a Budget

  1. In the Ready to Export page, locate the desired change order in the Change Orders - Ready to Be Exported table: 

    vv-budgets-reject.png
     
  2. Reject the change order as follows:
    1. Reject. Choose this option button to indicate that you are rejecting the item for export.

    2. Enter a Comment. Type a reason for your rejection in this box.

    3. Reject. Click this button to reject the item.

What happens next:

  • Procore removes the rejected budget from the ERP Integrations tool and returns it to an editable state in the project's Budget tool. 
  • Procore sends an automated email notification to the person who created the budget to alert that person of the rejection. See Set Up a Budget
  • Procore also sends an email to the person who sent the budget to the ERP Integrations tool for acceptance. Typically, this is the project manager. See Send a Budget to ERP Integrations for Accounting Acceptance.

See Also

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