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Accept or Reject a Commitment for Export to QuickBooks

Objective

To accept or reject a commitment that has been sent to the ERP Integrations tool for acceptance for export to an intergrated ERP system by an accounting approver.

Background

After a user sends a commitment (e.g., purchase order or subcontract) to the ERP Integrations tool for accounting approval, a user with the required user permission (see Things to Consider below) has the option to 'Accept' or 'Reject' the commitment as follows:

  • Accept. Accepts the commitments data and exports that data to QuickBooks.
    OR
  • Reject. Rejects the commitments data and returns it to the Commitments tool in an editable state. The data can then be corrected in the Commitments tool and later re-sent to the ERP Integrations tool for accounting acceptance. See Edit a Commitment and Resend a Rejected Commitment to ERP.

Note: If there is at least one (1) commitment in the ERP Integrations tool that's awaiting accounting acceptance, Procore sends an automated email notification to the designated accountant once per day with the subject line 'ERP Integrations Daily Summary.' This notification lists all of the commitments awaiting that person's acceptance.

Things to Consider

  • Required User Permissions:
    • '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. 

Note: Users who are granted only 'Standard' level permission to the ERP Integrations tool can view information, but do not have sufficient permission to accept/reject commitments for export. 

Steps

Review a Commitment

  1. Navigate to the company's ERP Integrations tool.
  2. In the QuickBooks Integration page, click the Commitments subtab. 
  3. In the 'Views' menu, click the Ready to Export link. 
    This page that appears lists only the commitments that have been sent to the ERP Integrations tool for accounting approval. See Send a Commitment to ERP
  4. Continue with one of the following:

Accept a Commitment

  1. Locate the commitment in the 'Commitments - Ready to be Exported to QuickBooks' list.
  2. Choose the Accept option. 
  3. Click Export
    This exports the commitment to your QuickBooks database. The process typically takes a few minutes. 
    (Note: If for any reason a commitment (or another item) fails to export to QuickBooks, 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 Re-send a Rejected Commitment to ERP). 
  4. (Optional) To verify that the sync was successful, log into QuickBooks and verify that your data appears as expected.

Reject a Commitment

  1. Locate the commitment in the 'Commitments - Ready to be Exported to QuickBooks' list.
  2. Choose the Reject option.
  3. Enter a short explanation about the reason(s) for the rejection.
  4. Click the Reject button.
    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 user who sent the commitment to the ERP Integrations tool to alert this person of the 'Reject' response.
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