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Send Subcontractor Invoices to ERP Integrations for Accounting Acceptance

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Objective

To send invoices the ERP Integrations tool so they can be accepted by an accounting approver for export to your integrated ERP system. 

Background

When you create invoices on a Procore project, they must be sent to the ERP Integrations tool in Procore for acceptance by an accounting approver. After acceptance, the system will export the invoice data to your integrated ERP system. 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 of the invoice's attachments). 

When working with the Procore + [Your ERP Integration] 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' on the project's 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.
  • Minimum Invoice Requirements:
    • Before you can send an invoice from the Commitments tool to the ERP Integrations tool, the invoice must be in the Approved, Approved as Noted, or Pending Owner Approval status. 
  • Additional Information:
    • Billing Date. This date in Procore is transferred to [Your ERP Integration] as the Date on a bill. 
    • Invoices whose total amount equals zero dollars cannot be sent to [Your ERP Integration]. These invoices will not be synced when exported. 
    • Materials Presently Stored and Materials Retainage are not supported with the [Your ERP Integration] integration. These values will be ignored when sending invoices to [Your ERP Integration]. 

Steps

Send One or More Subcontractor Invoices to ERP

A user with 'Admin' permission on the Commitments tool can perform this task in the project's Invoicing tool. 

  1. Navigate to the project's Invoicing tool.
  2. Click the Subcontractor tab.
  3. Mark the checkboxes that correspond to the invoices that you want to send to ERP.
    Note: To select invoices, they must be in the Approved, Approved as Noted, or Pending Owner Approval status. 
  4. Click Send to ERP.
    send-invoice-to-erp.png
    Notes:
    • If you place a checkmark next to an invoice and the 'Send to ERP' button is grayed out and unavailable, it is because the invoices are not in one of the required statuses.
      Procore sends the invoice data to the ERP Integrations tool so it can be reviewed by the accounting approver. 
    • After invoices are sent, users will NOT be able to edit the invoice in the Commitments tool (with the exception of editing the invoice's attachments). 

Send an Individual Subcontractor Invoice to ERP Integrations

  1. Navigate to the project's Commitments tool.
  2. Click the Invoices tab.
  3. Click the desired item link in the Commitments column. 
    This opens the commitment in view mode. 
  4. If you need to make any changes, click Edit. Then update the commitment as appropriate. See Edit a Commitment.
    Note: To enable the Send to ERP button in the next step, you must place the item into the Approved, Approved as Noted, or Pending Owner Approval status. 

    send-to-erp.png
  5. Click Send to ERP.
    Notes:
    • If the Send 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, Approved as Noted, or Pending Owner Approval status. 
    • When the Retrieve from ERP button appears, this invoice has successfully been sent to the ERP Integrations tool. An ERP icon also appears. See What do the ERP icons mean?
    • 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 of editing the invoice's attachments).