Accept or Reject a Budget for Export to Sage 100 Contractor®

Objective

To accept (or reject) a budget that has been sent to the ERP Integrations tool for acceptance for export to the integrated ERP system by an accounting approver.

Background

After a user sends a project's budget to the ERP Integrations tool, your company's designated accounting approver must 'Accept' the data before the system will export it to the integrated ERP system. If there is at least one (1) budget line item in the ERP Integrations tool awaiting acceptance, Procore will send approver(s) an automated email notification with the subject line 'ERP Integrations Daily Summary. This email is sent one per day until an 'Accept' or 'Reject' response is submitted. The email also lists all of the budget items awaiting acceptance.

To submit a response, the accounting approver has these options in the ERP Integrations tool:

Accept. Accepts the budget and exports the data to the integrated ERP system.
OR
Reject. Rejects the budget. This removes the data from the ERP Integrations tool and unlocks it in the Budget tool, so it can corrected and then re-sent to the ERP Integrations tool for accounting acceptance.

To learn how to accept or reject a budget, see the Steps below.

Things to Consider

Required User Permission:
- 'Standard' or 'Admin' on the company's ERP Integrations tool.
  AND
- The person's account must be granted the 'Can Push to Accounting' privilege in the Company Directory.
  Note: To submit a request to be granted this privilege, your company's Procore Administrator must submit request to your Procore point of contact. This privilege can only be granted to individuals by Procore.
Prerequisites:
- The company account must be integrated with Sage 100 Contractor®. See Sage 100 Contractor®: Setup Guide.
- The Budget tool must be an active tab on the project.
Restrictions:
After exporting a Procore budget to Sage 100 Contractor®, the following restrictions are in place:
- You no longer be permitted to import Sage 100 Contractor® budget or job data into Procore.
- You will not be permitted to unlock the Procore project's Budget tool (see Unlock a Budget), unless the following is true:
  - The exported entries have been manually posted to your Sage 100 Contractor® system using the Job Cost function. See your Sage 100 Contractor® Help system for instructions.
  - The Sage 100 Contractor® data is synced with the hh² Cloud Service and then back to Procore. See How often can I sync data between Sage and Procore?
    Note: To confirm that the data is synced between the systems (i.e., the original budget amount should appear in Procore's Job Cost Report. See View the Sage 100 Contractor® Job Cost Report).

Steps

Review the Budget

Navigate to the Company level ERP Integrations tool.
The ERP Integration's page appears.
Click the Budget tab.
This reveals the budget that has been sent to the ERP Integrations tool.
Under Filter Estimates By, click Ready to Export.
This reveals the Budget Ready to Be Exported page.
Review the accepted budget items to ensure the data is ready for export.
Continue with the following steps:
- Accept the Budget
- Reject the Budget

Accept the Budget

Locate the desired budget in the 'Budgets Ready to be Exported' list.
Click Details.
This opens a Budget Updates window that shows the Cost Code, Category, Original Budget, Budget Changes, and Revised Estimate.
Click the 'x' to close the Budget Updates window.
Choose Accept.
Click Export.
This exports the budget to the integrated ERP system. A message appears to caution you that once the budget is exported, you will not be able to import the budget from your integrated ERP system.
Click OK to confirm the cautionary message.

Reject the Budget

Locate the desired budget in the 'Budgets Ready to be Exported' list.
Choose Reject.
In the text box that appears, type a brief reason for the rejection.
Click Reject.
The following events occur:
- The system removes the budget from the ERP Integrations tool and returns it to an editable state in the Budget tool. See Edit a Budget.
- The system sends an email notification to the person who created the budget (see Set Up a Budget and Create a Budget Line Item) to alert the individual of the budget rejection.
- The system also sends an email to the person who sent the budget to the ERP Integrations tool (see Send a Budget to ERP Integrations for Accounting Acceptance). Typically, this is the project manager.