Accept or Reject a Budget for Export to Sage 300 CRE®
Objective
Background
Things to Consider
- Required User Permission:
- Prerequisites:
- Complete the steps in Sage 300 CRE®: Setup Guide.
- Add the Budget Tool to the Project Tools menu. See Add and Remove Project Tools.
- Restrictions:
After exporting a Procore budget to Sage 300 CRE® , the following restrictions are in place:- You no longer be permitted to import Sage 300 CRE® 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 300 CRE® system using the Job Cost function. See your Sage 300 CRE® Help system for instructions.
- The hh2 Sync Client synchronizes data between the two systems. See. How often can I sync data between Sage 300 CRE® and Procore?
Note: To confirm that the data is synced between the systems, verify that the 'Original Budget Amount' appears in Procore's Job Cost Report. See View a Sage 300 CRE® Job Costs Report.
- Limitations:
- The Procore + Sage 300 CRE® does NOT sync 'Unit of Measure (UOM)' and 'Unit Qty' values between systems (see Which units of measure are included on Procore's master list?). Currently, the Budget sync is amount-based only. This means you must manually enter the units in both Procore and in your intergrated ERP system.
Steps
Review a Budget
- Navigate to the company's ERP Integrations tool.
- Click the Budgets tab.
- Under Filter Estimates By, click Ready to Export.
- Review the accepted budget items to ensure the data is ready for export. Then choose your response:
Accept a Budget
- Under Budgets Ready to be Exported, do the following:
- Locate the project budget to export.
- Click Details to open the Budget Updates window.
- Review the budget details.
- Click the 'x' to close the window.
- If your company is exporting cost forecast data, place a checkmark in the Export Cost Forecast? box. See How do I export cost forecast data from a Procore budget to Sage 300 CRE?
- Click OK to acknowledge the caution message alerting you that you no longer be able to import a budget from Sage 300 CRE®.
- Choose Accept.
- Click Export to Sage 300 CRE®.
- After the export is complete continue with these tasks in Sage 300 CRE®:
- Manually post the exported entries in Sage 300 CRE® its Job Cost function (e.g., In Sage 300 CRE® Job Cost, navigate to Tasks > Post Entries). See your Sage 300 CRE® Help system for more information.
- (Optional) In Sage 300 CRE®, review your journal and verify that the estimate transactions have posted. The hh2 Sync Client updates on an hourly schedule (see How often can I sync data between Sage 300 CRE® and Procore?), after which, the ability to unlock the budget will become available. See Unlock a Budget.
Reject a Budget
- Under Budgets Ready to be Exported, do the following:
- Locate the project budget to export.
- Click Details to open the Budget Updates window.
- Review the budget details.
- Click the 'x' to close the window.
- 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.
- The system sends an email notification to the person who created the budget (see Set Up a Budget) 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.