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Procore

Accept or Reject a Budget for Export to CMiC

Objective

To accept or reject a budget that has been sent to the ERP Integrations tool for export to Viewpoint® Vista™ using the CMiC.

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 the 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 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' on the company's ERP Integrations tool.
      AND
    • The person's account must be granted the 'Can Push to Accounting' privilege in the Company Directory.
      Note: To submit a request to be granted this privilege, your company's Procore Administrator must submit request to your Procore point of contact. This privilege can only be granted to individuals by Procore. 
  • Prerequisites:
  • Restrictions:
    After exporting a Procore budget to CMiC, the following restrictions are in place:
    • You no longer be permitted to import CMiC budget or job data into Procore.

Steps

Review the Budget

  1. Navigate to the company's ERP Integrations tool.
  2. Click the Budgets tab.
  3. Under Filter Estimates By, click Ready to Export
    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.
  2. Click Details.
    This opens a Budget Updates window that shows the Cost Code, Cost Type, Original Budget, Budget Changes, and Revised Estimate
  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 CMiC. 
  • After the export is successful, it is recommended that you review your JC Original Estimate Form in CMiC to verify that the estimate transactions have posted.
  • The Project Financials + CMiC Connector will now sync the updated changes.
    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 budget in the Budgets - Ready to Be Exported table: 
  2. Reject the budget 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