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Retrieve a Subcontractor Invoice from ERP Integrations Before Acceptance

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Objective

To retrieve an invoice that was sent to the ERP Integrations tool before it is accepted for export to the integrated ERP system by an accounting approver.

Background

After an invoice is sent to the ERP Integrations tool to be reviewed by an accounting approver, the approver must accept it for it to be exported to the integrated ERP system.  On occasion, you might send an invoice to the ERP Integrations tool and need to reverse it in order to correct some data. If this is the scenario, use the steps below to retrieve the invoice from the ERP Integrations tool. You can only retrieve an invoice before your accounting approver completes a review of the invoice (e.g., submitted an accept or reject response). After a response is submitted, the retrieval function is not available. 

When working with the Procore + QuickBooks® Desktop integration, you will need to be aware of what the different icons and ribbons signify in the Commitments tool.

For companies using the ERP Integrations tool, color-coded icons and ribbons appear in relevant areas of Procore to show the current status of an item. 

ICON RIBBON COLOR DEFINITION
icon-erp-rejected.png ribbon-erp-rejected.png YELLOW Data that was sent ERP Integrations tool for approval has been retrieved from the tool by an end user.
OR
Data that was sent to the ERP Integrations tool has been rejected for export to the integrated ERP system by an accounting approver.
icon-erp-synced.png ribbon-erp-synced.png GREEN Data is synced between Procore and an integrated ERP system.
icon-erp-sent.png ribbon-erp-sent.png BLUE Data was sent to the ERP Integrations tool and is waiting for accounting approver to accept it for export to the integrated ERP system. 
erp-accountant-badge.png   GREEN When a user is designated as an accounting approver, this badge appears next to their user profile in the Company and Project Directory. 

Things to Consider

  • Required User Permission:
    • 'Admin' on the project's Commitments tool.
  • Additional Response:
    • You can only retrieve an invoice BEFORE one of your company's accounting approver(s) completes a review of the invoice (i.e., submits an accept or reject response).
    • After an accounting approver submits a response, the retrieval function detailed below is NOT available. 

Steps

Retrieve One or More Invoices from the ERP Integrations tool

  1. Navigate to the project's Commitments tool.
  2. Click the Summary or Detailed tab.
  3. Locate the commitment with the invoice(s) to work with. Then click View. 
  4. Click the Invoices tab.
  5. Place a checkmark next to the desired invoices.
  6. Click Retrieve from ERP. 

Retrieve an Individual Invoice from the ERP Integrations Tool

  1. Navigate to the project's Commitments tool.
  2. Click the Summary or Detailed tab.
  3. Locate the commitment with the invoice to work with. Then click View. 
  4. Click the Invoices tab.
  5. Locate the desired invoice and click View to open it.
  6. Click Retrieve from ERP. 

See Also