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Resend a Rejected Owner Invoice to ERP for Accounting Acceptance

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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.

 For Procore Customers in the United States

flag-us.png  When your company applies the 'Owners English' or 'Specialty Contractors English' point-of-view dictionary, you'll see different tool names and term changes in the user interface. Learn how to apply the dictionary options. 

  • To learn the differences: Show/Hide      

    • This table shows the differences in tool names (bold) and terms across the point-of-view dictionaries for Project Financials. These dictionaries are available in US English only. The default dictionary is designed for general contractors, which means that you will need to work with your Procore Administrator at your company and your Procore point of contact to access the other dictionary options. 

      General Contractors

      English (United States) - Default

      Owners

      English (Owner Terminology V2)

      Specialty Contractors

      English (Specialty Contractor Terminology)
      Invoicing Invoicing Progress Billings
      Owner Funding Owner
      Owner/Client Owner/Client GC/Client
      Prime Contract Change Order Funding Change Order Client Contract Change Order
      Prime Contracts Funding Client Contracts
      Revenue Funding Revenue
      Subcontract Contract Subcontract
      Subcontractor Contractor Subcontractor
      Subcontractor Schedule of Values (SSOV) Contractor Schedule of Values (CSOV) Subcontractor Schedule of Values (SSOV)

Objective

To resend a previously rejected owner invoice to the ERP Integrations tool so it can be accepted by an accounting approver for export to an integrated ERP system.

Background

If an invoice is sent to the ERP Integrations tool for acceptance by an accounting approver, the approver has the option to 'Reject' it for export to the ERP system. When rejected, the approver can include a reason for the rejection to clarify the changes needed. When an item is rejected for export, Procore sends an automated email notification to the person who sent the item to the ERP Integrations tool to notify them of the rejection. 

Next, the user is expected to address the reason(s) for the rejection by updating the invoice. After the invoice is corrected, follow the steps below to resend it to the ERP Integrations tool for accounting acceptance. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permission on the Project level Commitments tool.
 Notes
  • Access permissions to the Invoicing & Progress Billings tools are governed by the permissions set on the Commitments and/or Client Contracts, Funding, or Prime Contracts tool. Procore tool names vary, depending on the point-of-view dictionary configured in Procore. See What tool names and terms are different in Procore for general contractors, owners, and specialty contractors?
  • If you are a collaborator (for example, an invoice contact employed by a company performing work on a project managed in Procore, your ability to perform invoice-related tasks is determined by the Procore company account holder. Settings that the account holder may choose to provide to you include:
    • A Procore User account.
    • Access permissions to the project's Commitments and/or Client Contracts, Funding, or Prime Contracts tool.
    • Membership on the 'Private' list of a specific contract or funding
    • Designated as an 'Invoice Contact' on the contract or funding.
  • 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). 
    • 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. It will also be included on the "ERP Integrations Daily Summary" email notification. 
  • Prerequisites:
    • The project must be synced with your integrated ERP system.
    • The billing period for the invoice must be created.
    • The prime contract must exist in the 'Approved' status.
    • The invoice must exist in the 'Approved' status.
  • Additional considerations and requirements might vary depending on the ERP system your Procore account is integrated with. See Things to Know about your ERP Integration for details.

Steps

  1. Navigate to the project's Prime Contracts tool.
  2. Locate the contract to work with, then click its Number link.
  3. Click the Invoices tab. 
  4. Locate the invoice to work with, then click its Number link.
  5. Click Edit next to the invoice you need to adjust. 
  6. Make the necessary changes. 
  7. Click Save.
  8. Click Resend to ERP.
    • If the Resend to ERP button is grayed out and unavailable, hover your cursor over the question mark (?) to learn why.  It's usually 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.