Send Subcontractor Invoices to ERP Integrations for Accounting Acceptance
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 + Sage Intacct® integration, you will need to be aware of what the different icons and ribbons signify in the Commitments tool.
Things to Consider
- Required User Permissions:
- 'Admin' on the project's Commitments tool.
- 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 Sage Intacct® as the Date on a bill.
- Invoices whose total amount equals zero dollars cannot be sent to Sage Intacct®. These invoices will not be synced when exported.
- Materials Presently Stored and Materials Retainage are not supported with the Sage Intacct® integration. These values will be ignored when sending invoices to Sage Intacct®.
Steps
- Send One or More Subcontractor Invoices to ERP
- Send an Individual Subcontractor Invoice to ERP Integrations
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.
- Navigate to the project's Invoicing tool.
- Click the Subcontractor tab.
- 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. - 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 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).
- 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.
Send an Individual Subcontractor Invoice to ERP Integrations
- Navigate to the project's Commitments tool.
- Click the Billings tab.
- Click the desired item link in the Commitments column.
This opens the commitment in view mode. - 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.
- 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).