Accept or Reject a Budget for Export to Sage 300 CRE®

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 the 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:
- 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 (UOM) 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
- Accept a Budget
- Reject a Budget

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
- Reject a Budget

Accept a Budget

Under Budgets Ready to be Exported, do the following:
1. Locate the project budget to export.
2. Click Details to open the Budget Updates window.
3. Review the budget details.
4. 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:
1. Locate the project budget to export.
2. Click Details to open the Budget Updates window.
3. Review the budget details.
4. 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.