Send a CCO to ERP Integrations for Accounting Acceptance

Objective

Background

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 CCO Requirements:
  Before you can send a CCO in the Change Orders tool to the ERP Integrations tool, the CCO must satisfy these requirements:
  • ID Number: Must be 5 characters or less. 
  • Date Created: The date the CCO was created in Procore will be exported to Sage 300 CRE® by default. This field cannot be edited. This corresponds to the 'Commitment Date' in Sage 300 CRE®.
  • Title: Must be 30 characters or less. 
  • Description: This value in this field is exported from Procore into the 'Scope' field in Sage 300 CRE®. Sage 300 CRE®  imposes a one thousand (1000) character maximum on this field. Entries that exceed the maximum will be truncated in Sage 300 CRE®. The entire description will be stored in Procore.
  • Contract Company. Must be linked to a Sage 300 CRE® vendor. See Link a Sage 300 CRE® Vendor to a Procore Company.
  • Status. Must be 'Approved.' 
  • Schedule of Values (SOV). Must include at least one (1) line item with a Sage 300 CRE® 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 Sage 300 CRE® ID field. If enabled, the Sage 300 CRE® 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:
  • Sage 300 CRE® does not permit users to modify a contract line item on a CCO more than once.
  • If a contract line item on a CCO includes more than one (1) modification, Procore will automatically calculate the sum for all of that line item's modifications. After acceptance by an accounting approver, the amount of the items and send it to Sage 300 CRE® as a single (aggregated) value. 

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'). 

Next Steps

• Accept or Reject a CCO for Export to Sage 300 CRE®

See Also

• Retrieve a CCO from ERP Integrations Before Export  to Sage 300 CRE®