Integration by Procore: Accept or Reject a Commitment for Export to Viewpoint® Spectrum®

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Objective

To accept or reject a commitment for export to Viewpoint® Spectrum® using the Integration by Procore.

Background

After sending a commitment to your company's ERP Integrations tool, a designated accounting approver has the option to 'Accept' or 'Reject' it as follows:

An 'Accept' response exports the item to the integrated ERP system.
OR
A 'Reject' response does NOT export the item to integrated ERP system. Instead, the item is returned to an editable state in the project's Commitments tool for correction. See Edit a Commitment.

Note: When at least one (1) commitment is awaiting acceptance in the ERP Integrations tool, Procore sends an automated email notification to the accounting approver once per day. The email's subject line is 'ERP Integrations Daily Summary' and lists all commitments awaiting the approver's response.

Things to Consider

Required User Permissions:
- '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.
Important! If you are granted only 'Standard' level permission, you can only view data. You do not have sufficient access permission to accept or reject items for export.
Prerequisites:
- Complete the steps in Integration by Procore: Setup Guide.
- Add the Commitments tool to the Project Tools menu. See Add and Remove Project Tools.
- Send the desired commitment(s) to the ERP Integrations tool. See Integration by Procore: Send a Commitment to ERP Integrations for Accounting Acceptance.

Steps

Review a Commitment

Navigate to the company's ERP Integrations tool.
Click the Commitments tab.
Under Filter Commitments By, click Ready to Export.
This reveals the Commitments - Ready to Be Exported to Viewpoint® Spectrum® page, which all the commitments awaiting acceptance by an accounting approver.
Continue with one of the following:
- Accept a Commitment
- Reject a Commitment

Accept a Commitment

Locate the commitment in the Commitments - Ready to be Exported to Viewpoint® Spectrum® list.
Choose Accept.
(Optional) Enter any relevant details in the box provided.
Click Export.
This exports the commitment to your Viewpoint® Spectrum® database. The process typically takes a few minutes.
(Notes:
- If for any reason a commitment (or another item) fails to export to Viewpoint® Spectrum®, you can view the failed item(s) by clicking the Failed to Export link in the Views menu in the right pane.
- When an commitment fails to sync, follow the steps in Reject a Commitment and then Resend a Rejected Commitment to ERP Integrations for Accounting Acceptance).
(Optional) To verify that the sync was successful, log into Viewpoint® Spectrum® and verify that your data appears as expected.

Reject a Commitment

Locate the commitment in the Commitments - Ready to be Exported to Viewpoint® Spectrum® list.
Choose Reject.
Enter a short explanation about the reason(s) for the rejection.
Click Reject.
The following events occur:
- The system removes the commitment from the ERP Integration tool and returns it to an editable state in the project's Commitments tool. See Edit a Commitment.
- The system sends an automated email notification to the creator of the commitment. This alerts the person of the 'Reject' response.