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Procore

Accept or Reject a Project for Export to Sage 100

Objective

To accept or reject a new project created in Procore as an accounting approver. Upon acceptance, the project is then exported from Procore and added to Sage 100 Contractor as a new 'Job.' 

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 Sage 100 Contractor as follows:

  • Accept. An 'Accept' response exports the project from Procore and creates a new 'Job' in Sage 100 Contractor. 
    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. 

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 per day (e.g., with the Subject Line "ERP Integrations Daily Summary) until all of the items 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.
    This reveals the Sage 100 Contractor page. 
    Note: If the project does not appear in this tab, see Why is my Procore project missing for the ERP Integrations tool?
  2. Click the Jobs tab.
  3. Click Ready to Export in the 'Filters' menu.
    This reveals the 'Projects in Procore Not Synced to
    Sage 100 Contractor ' page. 
  4. Continue with one of the following:

Accept the Project

  1. Review the project information in the Projects in Procore Not Synced to Sage 100 Contractor page. 
    Note: To view the project information in more detail, click the hyperlink in the 'Project Name' field. You must have access permission to the project in order to use this hyperlink. 
  2. Choose Accept.
  3. Enter the Sage Job ID in the box provided. 
    Notes
    • If your entry does not exactly match the format and syntax of the 'Job ID Format' that was configured for your company by your Procore point of contact, an error message will appear and the data will not be exported. For troubleshooting information, see Why is an error message appearing when I export Procore data to {{integrations_Sage100}}? 
    • Your company's Procore Administrator (or Sage 100 Contractor  Administrator) works with your Procore point of contact to define 'Job ID Format' that is required for your system. If you do not know the format and syntax to use, contact one of these individuals or send an email to support@procore.com
  4. Click Export to Sage 100 Contractor.
    This initiates the export process.
    • If the export process is successful, the system moves the project(s) from the 'Projects in Procore Not Synced to Sage 100 Contractor' list to the 'Synced Projects' list. To view this list, click Synced in the 'Filters' menu. 
      OR
    • If the export process fails, an error message appears (see Why is an error message appearing when I export Procore data to {{integrations_Sage100}}? ) . The system also moves the project(s) from the 'Projects in Procore Not Synced to Sage 100 Contractor' list to the 'Projects in Procore Failed to Sync to Sage 100 Contractor' list. To view this list, click Failed To Sync in the 'Filters' menu. 
      A user with access to Sage 100 Contractor can now verify the export. 

Verify the Export in Sage 100

If the export process was successful and the Procore data is now synced with Sage 100 Contractor, a user with access can check the Job List in Sage 100 Contractor to ensure that the job was successfully exported from Procore. 

Reject the Project

  1. Review the project information in the 'Projects in Procore Not Synced to Sage 100 Contractor' page. 
    Note: To view the project information in more detail, click the hyperlink in the 'Project Name' field. You must have access permission to the project in order to use this hyperlink. 
  2. Choose Reject.
  3. Enter a brief comment to explain why the project was rejected.
  4. Click Reject.
    The system sends an automated email notification with the subject line 'ERP Project Rejection Notification' to the person who created the commitment and to any users designated as an accounting approver on the project. Procore removes the project from the 'Ready to Export' list and returns it to an editable state in the project's Admin tool, so the user can make the correction and then re-send the project to the ERP Integrations tool for acceptance by an accounting approver. See  Add a Procore Project to Sage 100 Contractor.

See Also