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Accept or Reject a Project for Export to Spectrum

Objective

To accept or reject a new project created in Procore as an accounting approver. Upon acceptance, the project is then exported from Procore and added to Spectrum as a new 'Job.' 

Background

If a user sends a Procore project to the ERP Integrations tool for acceptance by an accounting approver, the approver has the option to 'Accept' or 'Reject' the project for export to Spectrum as follows:

  • Accept. An 'Accept' response exports the project from Procore and creates a new 'Job' in your Spectrum system. 
    OR
  • Reject. A 'Reject' response removes the project 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 Add or Edit General Project Information).

If there is at least one (1) item awaiting accounting acceptance 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

  • Required User Permissions:
    • '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:

Steps

  1. Navigate to the company's ERP Integrations tool.
    This reveals the Spectrum Integration page.
  2. Click the Jobs subtab.


     
  3. In the 'Filters' menu, click Ready to Export.



    The system reveals a 'Projects In Procore Not Synced to Spectrum' list to show all of the active projects that do not exist in your integrated ERP system (Note: This page only lists active projects. Inactive projects cannot be exported to an integrated ERP system. If a project is not listed here, check to see if it is inactive. See Activate or Deactivate a Project).
  4. Review the projects in the list. Then do the following:

Accept the Project

  1. Locate the desired project in the 'Projects In Procore Not Synced to Spectrum' list. 
  2. Choose Accept.
  3. In the Select a Job Template drop-down list, select the Spectrum Job that you want to use as a template for your new project. 
  4. Enter the Spectrum Job ID in the box provided. 

  5. Click Export.
    This exports the project to the integrated ERP system. The process typically takes a few minutes. A message appears to inform you of the sync status. 
    (Notes:
    • If for any reason a project (or another item) fails to export to the integrated ERP system, you can view the failed item(s) by clicking Failed to Export in the right pane.
    • If the project fails to export, follow the step for rejecting the budget. 
    • If you want to confirm that the export was successful, log into the integrated ERP system and verify that your data appears as expected). 

Reject the Project

  1. Locate the desired project in the the 'Projects In Procore Not Synced to Spectrum' list. 
  2. Choose Reject.
  3. Provide a reason for the rejection in the Enter a Comment box. 


     
  4. Click Reject.
    This rejects the project and it is not imported into the integrated ERP system. You can now make the appropriate changes in the project. See Add or Edit General Project Information
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Last modified
09:01, 1 Jun 2017

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