1-866-477-6267 (toll-free)
Support Home > Integrations > QuickBooks > Tutorials > Accept or Reject a Project for Export to QuickBooks

Accept or Reject a Project for Export to QuickBooks

Objective

To review a submitted project (that was created in Procore and doesn't exist in QuickBooks) and either accept it so that it creates a new and linked job in the QuickBooks database or reject it. 

Background

If a user sends a Procore project to the ERP Integrations tool for acceptance by an accounting approver, the approver has the option to 'Accept' or 'Reject' the project for export to QuickBoos as follows:

  • Accept. An 'Accept' response exports the project from Procore and creates a new project in your QuickBooks system. 
    OR
  • Reject. A 'Reject' response removes the project from the ERP Integrations tool's 'Ready to Export' list and places it into an editable state in the project's Admin tool for updating (see Add or Edit a Project).

If there is at least one (1) item awaiting accounting acceptance in the ERP Integrations tool's 'Ready to Export' view, users who have been granted the privilege detailed above will receive one automated email notification perday (e.g., with the Subject Line "ERP Integrations Daily Summary) until all of the in the 'Ready to Export' view have been accepted or rejected.

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. 

Prerequisites:

 

Steps

Review Projects in the 'Ready to Export' List 

  1. Navigate to the company's ERP Integrations tool.
    Notes:
    If the ERP Integrations tool configured for Sage 300 CRE, the Sage 300 CRE Integration page appears. 
    If the project does not appear in this tab, see Why is my Procore project missing for the ERP Integrations tab?
  2. Click the Jobs subtab.
  3. Click Ready to Export in the 'Filters' menu.



    This reveals the 'Projects in Procore Not Synced to QuickBooks' page. 
  4. Continue with one of the following:

Accept the Project

  1. Review the value in the 'Project Name' field.
  2. Choose the Accept option button.
  3. You may be prompted to select a Customer (e.g. ABC Industries) that will be used to identify the job/project in QuickBooks. (Note: If the customer you wish to assign the job to does not appear in the drop-down list, you must set the customer up in QuickBooks.) Typically, the approving Accountant should know the customer to be used.
  4. Click Export to send the job/project to your QuickBooks database. In a few minutes, the job should be successfully pushed to your QuickBooks database. Synced jobs become viewable under the “Synced” filtered view. However, if the sync fails, it will appear under the “Failed to Export” filtered view. In the case of a sync failure, you can ‘Reject’ it and leave a comment about the errors that need to be resolved or retry the submission. In the “Failed to Export” view, a list of errors will be displayed.
  5. (Optional) If the sync was successful, you can log in to your QuickBooks account to verify that the job was successfully pushed to your database. 

Reject the Project

  1. Review the value in the 'Project Name' field.
  2. Choose the Reject option button. 
  3. Provide a brief comment that explains why the job was not approved.
  4. Click Reject. An email notification will be sent to the person who created the project as well as to the person who submitted it for Accounting approval. The email is designed to inform them that the job was rejected and the reason why it was not approved. Rejected jobs will also be removed from the ERP Integrations tab and the project name and address will once again become editable fields. Once the issues have been resolved click the previously rejected job can be resubmitted for approval.
You must to post a comment.
Last modified

Tags

Classifications

This page has no classifications.