Integration by Ryvit: Export a Procore Budget to Viewpoint® Vista™

Objective

To export a Procore budget to Viewpoint® Vista™ using the Integration by Ryvit.

Background

The workflow for creating, accepting, and exporting a Procore budget into Viewpoint® Vista™ using the Integration by Ryvit includes these tasks:

1. A project manager performs these tasks:
   • Creates the project budget using the Budget tool.
   • Locks the project's budget.
   • Sends the budget to the ERP Integrations tool for acceptance by an accounting approver.
2. An accounting approver (see What is the accounting approver role?) performs these tasks:
   • Reviews the budget in the ERP Integrations tool.
   • Submits one (1) of these responses to the budget using the ERP Integrations tool:
     • Accept. Accepts the budget data and exports it from Procore. 
       OR
     • Reject. Rejects the budget and returns it to the Budget tool in an editable state. The data can then be corrected in the Budget tool and then re-sent to the ERP Integrations tool for acceptance by an accounting approver.

Things to Consider

• Required User Permission:
  • '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:
  • Add the  Job to your company's ERP Integrations tool. See Integration by Ryvit: Add a Viewpoint® Vista™ Job to Procore.
  • Create and lock the budget:
    • Set Up a New Budget View
      Note: If you will be using the Direct Costs tool on your integrated project, please review this article before setting up a new budget view. See How do I create a Direct Cost column on a configurable budget for ERP integrated projects?
    • Create a Budget Line Item
    • Lock a Budget
  • Update and lock budget:
    • Create a Budget Line Item
    • Create a Budget Modification
    • Lock a Budget
• Restrictions:
  • After using the Integration by Ryvit to export a budget from Procore to Viewpoint® Vista™, the import function to Procore will no longer be available for that job/budget.
  • The following functions will be disabled until the synced data is visible in the JC Original Estimate form:
    • The ability to unlock a Procore budget. See Unlock a Budget.
    • The ability to resend data from Integration by Ryvit to Viewpoint® Vista™. See Integration by Ryvit: Resend a Rejected Budget to ERP Integrations for Accounting Acceptance.
    • The ability to create a budget line item. See Create a Budget Line Item.
    • The ability to create a budget modification. See Create a Budget Modification.

Workflows

Steps

1. A project manager ( or user with 'Admin' permission on the Budget tool) will:
   • First, create the project's budget using these steps:
     • If you are creating a new budget, see Create a Budget Line Item.
       OR
     • If you are updating an existing budget, see Create a Budget Modification.
     • Lock a Budget 
     • Integration by Ryvit: Send a Budget to ERP for Accounting Acceptance
2. An accounting approver will accept the budget (see Integration by Ryvit: Accept or Reject a Budget for Export to Viewpoint® Vista™). Once accepted, the system exports the budget data from Procore and syncs it to Viewpoint® Vista™. 
3. When the export is successful, go to the JC Job Phase for in Integration by Ryvit to review the Original Estimate. See your Integration by Ryvit Help system for instructions.
   After you sync the budget for the first time, you can also sync an updated Procore budget to Integration by Ryvit.

See Also

• Set up a Budget
• Create a Budget Line Item
• Lock a Budget
• Integration by Ryvit: Send a Budget to ERP for Accounting Acceptance