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Send a Commitment to ERP Integrations for Accounting Acceptance

Objective

To send a commitment to the ERP Integrations tool to be accepted for export to the integrated ERP system by an accounting approver

Things to Consider

  • Required User Permission:
    • 'Admin' permissions on the project's Commitments tool.
  • Prerequisites:
    Before you can send a commitment to the ERP Integrations tool, it must satisfy these prerequisites:
    • ID Number. Must be 12 characters or less. This is a Sage 300 CRE limitation.
    • Title. For Sage 300 CRE, the title must be 30 characters or less. See What is the maximum character length for a commitment's 'Title'?
    • Contract Company. Must be linked to a synced Sage 300 CRE vendor. See Link a Sage Vendor to a Procore Company.
    • Status. For purchase orders, the status must be set to 'Approved'. For subcontracts, the status must be set to 'Approved' or 'Complete.'
    • Schedule of Values (SOV). Must include at least one (1) line item with a Sage 300 CRE cost code (Note: You can only add a line item to the commitment's SOV if its linked to an existing cost code and category).
  • Additional Information:
    • If desired, you can configure your default settings to use your Procore Contract Number for an exported commitment's Sage ID field. If enabled, the Sage ID will auto-populate with the Procore Contract Number, however, the value can still be edited (Note: Enabling this setting requires 'Admin' level permission on the ERP Integrations tool. See Configure General ERP Settings).
    • Typically, the project manager sends a commitment for accounting acceptance and another user (typically an accountant who has been granted the 'Can Push to Accounting' privilege will then accept the commitment for export to the ERP system or reject it to return the commitment to an editable state in the Commitments tool. 

Steps

  1. Navigate to the project's Commitments tool. 
    This reveals the Commitments page.
  2. Locate the desired commitment and click Edit

    For companies that have enabled the ERP Integrations tool to work with an integrated ERP system, color-coded icons appear to help you quickly identify the state of the data. 

    Icon Color Definition
    OLIVE Data has been retrieved from the ERP Integrations tool. 
    OR
    Data has been rejected in the ERP Integrations tool by an accounting approver.
    GREEN Data is synced with a third-party ERP system.
    BLUE Data been sent to the ERP Integrations tool for acceptance by an accounting approver. 
  3. Modify the commitment as needed.
    (Notes:
    • Make sure your specified values do not exceed the Sage 300 CRE character limits for each field.
    • Important! Before you can export a commitment from Procore to Sage, it must satisfy the following requirements: 
      • ID Number: Must be 12 characters or less. This is a Sage 300 CRE limitation.
      • Title: For Sage 300 CRE, the title must be 30 characters or less. See What is the maximum character length for a commitment's 'Title'?
      • Contract Company. Must be linked to a synced Sage 300 CRE vendor. See Link a Sage Vendor to a Procore Company.
      • Status. For purchase orders, the status must be set to 'Approved'. For subcontracts, the status can be set to 'Approved' (this is the recommended setting) or 'Complete.'
      • Schedule of Values (SOV). Must include at least one (1) line item with a Sage 300 CRE cost code (Note: You can only add a line item to the commitment's SOV if its linked to an existing cost code and category).
  4. Click Send to ERP.

    Notes:

    • If the Send to ERP (or Re-send to ERP) button is grayed out and unavailable, hover your cursor over the question mark (?) to learn why. Typically, its because the project's ERP data has not yet been synced or because the item does not meet the minimum requirements (see above). 
    • If the Retrieve from ERP button appears, the data has already been sent to the ERP Integrations tool. 
    • The system sends the commitment to the ERP Integrations tool and locks it in the Commitments tool (i.e., to prevent users from editing it) before the accounting approver can review it:
      • Contract Company. You cannot edit the company.
      • Title. You cannot edit the commitment's title.
      • Status. You cannot edit the status of the commitment.
      • Default Retainage. You cannot edit the percentage value in the commitment.
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