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Procore

Send a Commitment to ERP Integrations for Accounting Acceptance

Objective

To send a commitment to the ERP Integrations tool to be accepted for export to the integrated ERP system by an accounting approver

Things to Consider

  • Required User Permission:
    • 'Admin' level permission on the Commitments tool.
  • Prerequisites:
    Before you can send a commitment (e.g., purchase order or subcontract) to the ERP Integrations tool, the commitment must satisfy these prerequisites:
    • ID Number: Must be 10 characters or less. 
    • Title: The maximum character limit for this field is 255 characters. Important! For Sage 300 CRE, the title must be 30 characters or less. See What is the maximum character length for a commitment's 'Title'?
    • Contract Company. Must be linked to a Spectrum vendor. See Link a Spectrum Vendor to a Procore Company.
    • Status. Must be set to the 'Approved' status. 
    • Schedule of Values (SOV). Must include at least one (1) line item with a Spectrum cost code. (Note: You can only add a line item to the commitment's SOV if its linked to an existing cost code and category.)
  • Additional Information:
    • Description: This field maps to the 'Vendor Message' field in Spectrum. An entry in this field is NOT required for export to Spectrum. 

Steps

  1. Navigate to the project's Commitments tool. 
    This reveals the Commitments page.
  2. Locate the desired commitment and click Edit

    If your company has enabled the ERP Integrations tool for use with an integrated ERP system, color-coded icons and ribbons appear in relevant areas of Procore. This visually highlights your system's ERP integration data, to help you quickly identify its current state. 

    ICON RIBBON COLOR DEFINITION
    icon-erp-rejected.png ribbon-erp-rejected.png YELLOW Data that was sent ERP Integrations tool for approval has been retrieved from the tool by an end user.
    OR
    Data that was sent to the ERP Integrations tool has been rejected for export to the integrated ERP system by an accounting approver.
    icon-erp-synced.png ribbon-erp-synced.png GREEN Data is synced with a third-party ERP system.
    icon-erp-sent.png ribbon-erp-sent.png BLUE Data been sent to the ERP Integrations tool and is waiting for accounting approver to accept it for export to the integrated ERP system. 
    erp-accountant-badge.png   GREEN When a user is designated as an accounting approver, this badge appears next to his or her user profile in the Company and Project Directory. 
  3. Modify the commitment as needed.
    Note: Make sure your specified values do not exceed the character limits for each field.
    Important! Before you can export a commitment from Procore, it must satisfy the following requirements: 
  4. Click Send to ERP.

    Notes:

    • If the Send to ERP (or Re-send to ERP) button is grayed out and unavailable, hover your cursor over the question mark (?) to learn why. Typically, its because the project's ERP data has not yet been synced or because the item does not meet the minimum requirements (see above). 
    • If the Retrieve from ERP button appears, the data has already been sent to the ERP Integrations tool. 
    • The system sends the commitment to the ERP Integrations tool and locks it in the Commitments tool (i.e., to prevent users from editing it) before the accounting approver can review it:
      • Contract Company. You cannot edit the company.
      • Title. You cannot edit the commitment's title.
      • Status. You cannot edit the status of the commitment.
      • Default Retainage. You cannot edit the percentage value in the commitment).