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Resend a Rejected Subcontractor Invoice to ERP Integrations for Accounting Acceptance

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Objective

To resend a subcontractor invoice to the ERP Integrations tool after it has been rejected for export to an integrated ERP system by an accounting approver. 

Background

If an invoice has previously been rejected for export to Xero™ by one of your company's accounting approver(s), you will either (1) work with the appropriate vendor to correct any issues with the invoice or you might (2) delete the invoice and create a new one. If you decided to correct an issue on an invoice, use the steps below to resend it to the ERP Integrations tool for accounting acceptance. 

When working with the Procore + Xero™ integration, you will need to be aware of what the different icons and ribbons signify in the Commitments tool.

For companies using the ERP Integrations tool, color-coded icons and ribbons appear in relevant areas of Procore to show the current status of an item. 

ICON RIBBON COLOR DEFINITION
icon-erp-rejected.png ribbon-erp-rejected.png YELLOW Data that was sent ERP Integrations tool for approval has been retrieved from the tool by an end user.
OR
Data that was sent to the ERP Integrations tool has been rejected for export to the integrated ERP system by an accounting approver.
icon-erp-synced.png ribbon-erp-synced.png GREEN Data is synced between Procore and an integrated ERP system.
icon-erp-sent.png ribbon-erp-sent.png BLUE Data was sent to the ERP Integrations tool and is waiting for accounting approver to accept it for export to the integrated ERP system. 
erp-accountant-badge.png   GREEN When a user is designated as an accounting approver, this badge appears next to their user profile in the Company and Project Directory. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permission on the Project level Commitments tool.
  • Additional Information:
    • The Re-send to ERP button is only available when an invoice has previously been sent to the ERP Integrations tool and was rejected for export by an accounting approver. 
    • Since there are several reasons why an invoice could be rejected, you may need to fix multiple issues. If you have questions, contact your company's accounting approver for more information about the rejection reason(s). 
    • A rejected invoice does not always have to be re-sent to the ERP Integrations tool. Under some circumstances, you may choose to delete the invoice.
    • When you re-send an invoice to the ERP Integrations tool, your company's designated accounting approver(s) will immediately receive an email notification to alert them. This helps to expedite the approval process. If an accounting approver does not submit a response to the invoice after receiving the alert, it will also be included on the "ERP Integrations Daily Summary" email notification. 

Steps

Resend One or More Subcontractor Invoices from the Invoice Tab

  1. Navigate to the project's Commitments tool.
  2. Click the Billings tab.
    This reveals the Invoices and Billing Periods sub tabs. 
  3. Ensure that you are viewing the  Invoices sub tab.
    This page shows a list of the existing invoices for the commitments in the project. 
  4. Choose from these options:
    • To select all of the invoices, select the checkbox in the GREY area of the table's header on the left.
      OR
    • To select one or more invoices, place a checkmark in the desired boxes. 
  5. If all the invoice data appears as desired, click Send to ERP.
    Notes:
    • If you place a checkmark next to an invoice and the Send to ERP button is grayed out and unavailable, it is likely due to one (1) or more of the selected invoices not being in the Approved status. Invoices must be Approved in order to send them to the ERP Integrations tool.  
    • The system sends the invoice data to the ERP Integrations tool so it can be reviewed by the accounting approver. After invoices are sent to the ERP Integrations tool, users will NOT be able to edit the invoice in the Commitments tool (with the exception editing the invoice's attachments). 

Resend an Individual Subcontractor Invoice to ERP 

  1. Navigate to the project's Commitments tool.
  2. Click the Summary or Detailed tab.
  3. Click the desired commitment link. 
    This opens the commitment in view mode. 
  4. Click the Invoices tab. 
    This reveals a list of invoices associated with the selected commitment. 
  5. Click Edit. 
    This opens the invoice's Detail tab. 
  6. Review the data and make any desired updates to the invoice. 
  7. If all the data appears as desired, click Resend to ERP.
    Notes:
    • If the Resend to ERP button is grayed out and unavailable, hover your cursor over the question mark (?) to learn why.  It is most often because the invoice is not in the Approved status. 
    • If the Retrieve from ERP button appears, this invoice has already been sent to the ERP Integrations tool.
    • The system sends the invoice data to the ERP Integrations tool so it can be reviewed by the accounting approver. After invoices are sent to the ERP Integrations tool, users will NOT be able to edit the invoice in the Commitments tool (with the exception editing the invoice's attachments). 

Next Steps