Integration by Procore: Resend a Rejected CCO to ERP Integrations for Accounting Acceptance

Objective

To resend a modified Commitment Change Order (CCO) to the ERP Integrations tool after it has been rejected for export to an integrated ERP system by an accounting approver. 

Background

If a change order has previously been sent to the ERP Integrations tool for acceptance by an accounting approver, the approver has the option to submit a 'Reject' response. When rejected, the approver will typically include a reason for the rejection (i.e., to summarize the issue(s) that must be corrected in order to achieve acceptance). Procore also sends an automated email notification to the person who sent the change order to the ERP Integrations tool. 

At this point, the next step is to address the reasons for the rejection in an updated change order. After the change order is fixed, you can use the steps below to resend the commitment to the ERP Integrations tool for accounting acceptance. 

Things to Consider

• Required User Permission:
  • 'Admin' on the Commitments tool.
• Prerequisites:
  • You will only see the Re-send to ERP action button if the CCO was previously sent to the ERP Integrations tool and rejected for export by an accounting approver.
  • If a CCO that you created has been rejected for export to Viewpoint® Spectrum® by an accounting approver, the person who created the CCO will received an automated email notification with the subject line, '<Your Company Name>: ERP Commitment Rejection Notification.'
• Additional Information:
  • Since there are several reasons why a CCO could be rejected, you may need to fix multiple issues. If you have questions, contact your company's accounting approver for more information about the rejection reason(s). 
  • A rejected CCO does not always have to be re-sent to the ERP Integrations tool. Under some circumstances, you might change the invoices status to 'Void'.  Contact your company's accounting approver for specific actions. 
  • When you re-send a CCO to the ERP Integrations tool, your company's designated accounting approver(s) will immediately receive an email notification to alert them. This helps to expedite the approval process. If an accounting approver does not submit a response to the CCO after receiving the alert, it will also be included on the "ERP Integrations Daily Summary" email notification. 

Steps

1. Identify the rejected CCO as follows:
   • Locate the 'ERP Commitment Rejection Notification' email in your Inbox. Review the 'Rejection Comments' and then click the View Online link.
     OR
   • Navigate to the Commitments tool and locate the rejected CCO in the 'Committed-Summary' list and click Edit.
     (Notes:
     • When an item is rejected or retrieved from the ERP Integrations tool, an olive banner appears on the line items. 
     • To view rejection comments, click the Change History subtab and look for the 'Rejected Message' line item. The rejection comments appear in the 'To' field). 
2. Return to the CCO and fix the issues.
3. Click Re-send to ERP.
   This re-sends the CCO to the ERP Integrations tool where it can be accepted or rejected by the accounting approver.