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

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Objective

To send a Commitment Change Order (CCO) to the ERP Integrations tool for accounting acceptance in order to export the data to Viewpoint® Spectrum® with the Integration by Procore.

Background

When you create a CCO on a Procore project, the new CCO must be sent to the ERP Integrations tool in Procore for acceptance by an accounting approver. After acceptance, the system will export the CCO data to your integrated ERP system.

Things to Consider

  • Required User Permission:
    • 'Admin' on the project's Commitments tool.
      AND
    • 'Admin' on the project's Change Orders tool.
      (Note: Typically, the project manager is responsible for sending an approved Commitment Change Order (CCO) to the ERP Integrations tool for acceptance by an accounting approver. See What is the accounting approver role?).
  • Minimum CCO Requirements:
    Before you can send a CCO in the Change Orders tool to the ERP Integrations tool, the CCO must satisfy these requirements:
    • ID Number: Must be 12 characters or less. 
    • Date Created: The date the CCO was created in Procore will be exported to Viewpoint® Spectrum® by default. This field cannot be edited. 
    • Title: Must be 30 characters or less. 
    • Contract Company. Must be linked to a Spectrum vendor. See Integration by Procore: Link a Viewpoint® Spectrum® Vendor to a Procore Company.
    • Status. Must be 'Approved.' 
    • Schedule of Values (SOV). Must include at least one (1) line item with a Viewpoint® 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:
    • Date Created.  This value in this field is exported from Procore as the 'Commitment Date' in Viewpoint® Spectrum®.
    • Description: This value in this field is exported from Procore into the 'Memo' field in Viewpoint® Spectrum®. 

Steps

Send a CCO to the ERP Integrations Tool

  1. Navigate to the project's Change Orders tool.
  2. Click the Commitments tab. 
  3. Locate the desired CCO in the list. Then click View.
  4. If all the CCO data appears as desired, 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, it's 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 CCO data to the ERP Integrations tool so it can reviewed by the accounting approver. It also locks the following fields so they can no longer be edited in Procore: 'Contract Company', 'Title', 'Status', and 'Total Amount'). 

 

See Also