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Procore

Send a CCO to ERP Integrations for Accounting Acceptance

Objective

To send a Commitment Change Order (CCO) to the ERP Integrations tool so it can be accepted by an accounting approver for export to your integrated ERP system

Background

When you create a CCO on a Procore project, the new CCO must be sent to the ERP Integrations tool in Procore for acceptance by an accounting approver. After acceptance, the system will export the CCO data to your integrated ERP system.

Things to Consider

  • Required User Permission:
    • 'Admin' on the project's Commitments tool.
      AND
    • 'Admin' on the project's Change Orders tool.
      (Note: Typically, the project manager is responsible for sending an approved Commitment Change Order (CCO) to the ERP Integrations tool for acceptance by an accounting approver. See What is the accounting approver role?).
  • Minimum Requirements:
    In order to send a CCO in the Change Orders tool when the integration with Yardi Voyager® is active, the CCO must satisfy these requirements:
    • Title: Must be 35 characters or less.
      Note: You cannot save a CCO that does not meet this requirement.
    • Due Date: The due date field must be entered. This corresponds to the 'Date' in Yardi Voyager®.
      Note: You cannot save a CCO that does not meet this requirement.
    • ​​​​​​​Contract Company. Must be linked to a Yardi Voyager® vendor. See Link a Yardi Voyager® Vendor to a Procore Company.
    • Status. Must be 'Approved.' 
    • Schedule of Values (SOV). Must include at least one (1) line item with a Yardi Voyager® 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 Change Order Number for an exported commitment's Yardi Voyager® ID field. If enabled, the Yardi Voyager® ID will auto-populate with the Procore Change Order Number. However, the value can still be edited. (Enabling this account-wide configuration setting requires 'Admin' level access on the ERP Integrations tool.)
  • Limitations:
    • If a line item on a CCO creates a new line item on the original contract, that new line item will not be reflected on the Yardi Voyager® contract. However, the CCO's line item will still be sent to Yardi Voyager®. 

Steps

  1. Navigate to the project's Change Orders tool.
  2. Click the Commitments tab. 
  3. Locate the desired CCO in the list. Then click View.
  4. If all the CCO data appears as desired, 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 CCO data to the ERP Integrations tool so it can reviewed by the accounting approver. It also locks the following fields so they can no longer be edited in Procore: 'Contract Company', 'Title', 'Status', and 'Total Amount'). 

See Also