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Accept or Reject a Budget for Export to ERP

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ERP DOCUMENTATION

Each Procore-built ERP integration offers its own unique feature set. Your integration might not support the action described on this page.

To learn about your integration and its supported features, see Things to Know About Your ERP Integration.

To explore all documentation for your integration, see ERP Integrations.

Objective

To accept or reject a Budget that has been sent to the ERP Integrations tool for acceptance by an accounting approver.

Background

After a user sends a Budget to the ERP Integrations tool for accounting acceptance, an accounting approver has the option to accept or reject the Budget for export to the ERP system.

 Note
The Budget Export tab includes certain fields for your ERP system that relate to Budget Revisions, but not Original Budgets. However, these fields will appear in Procore for any budget export. Your accounting approver can ignore them if the budget being exported is an Original Budget that includes no Revisions (i.e., budget modifications or revised estimates).

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. See Grant Accounting Approver Privileges.
  • Restrictions:
    • You will no longer be permitted to import your ERP system budget or job data into Procore.
    • You will not be permitted to unlock the Procore project's Budget tool, unless the following is true: 
      • The exported entries have been manually posted to your your ERP system system using the Job Cost function. See your your ERP system Help system for instructions. 
  • Additional requirements, considerations, and limitations will vary depending on the ERP system your Procore account is integrated with. See Things to Know about your ERP Integration for details.

Review a Budget

  1. Navigate to the company's ERP Integrations tool.
  2. In the ERP Integrations tool, click the Budget subtab. 
  3. Under Filter Estimates By, click Ready to Export. 
  4. If the estimate export includes a budget revision (i.e., a budget modification or revised estimate), you should consider the following additional fields. 
    These fields appear even for original budgets, but they can be ignored if no budget revision is to be exported:
    1. Budget Revision Type. Select the Budget Revision Type among the three options that your ERP system allows - Scope Change, Budget Transfer, and Contingency. 
    2. Revision Date. Choose the date for the revision. This field defaults to today’s date.
    3. Budget Revision Number. Set a number for the budget revision. By default, your ERP system assigns sequential numbers for each synced modification on the job.
    4. Budget Revision Status. You can choose a budget status among the four options that your ERP system allows - Approved, Pending, Forecasted, and Rejected. By default, your ERP system will assign a “Pending” status.
    5. Approved By User. You can enter the name of the approving user. By default, your ERP system will show our integration user’s name.
  5. Review the accepted budget items to ensure the data is ready for export. Then choose your response:

Accept a Budget

  1. Locate the Budget in the Budget - Ready to be Exported list.
  2. Choose the Accept option.
  3. If prompted, enter a description in the Description box.
  4. Click Export. 
    This syncs the Budget with your ERP system. The process typically takes a few minutes. 
    • If for any reason a Budget fails to export, you can view the failed item(s) by clicking the Failed to Export.
    • When a Budget fails to export, follow the steps in Reject a Budget and then resend the Budget to ERP for acceptance. 

Reject a Budget

  1. Locate the Budget in the Budget - Ready to be Exported list.
  2. Choose Reject.
  3. Enter a short explanation about the reason(s) for the rejection.
  4. 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 project's Budget tool.
    • The system sends an automated email notification to the user who created the Budget to alert this person of the 'Reject' response.