Send a PCCO to ERP Integrations for Accounting Acceptance

Objective

To send a Prime Contract Change Order (PCCO) to the ERP Integrations tool for accounting acceptance.

Background

If you have a PCCO in Procore that does NOT exist in Sage 300 CRE®, you can export it to Sage 300 CRE®. The first step in this process is to locate the PCCO in the Project level Prime Contract tool. Next, use the steps below to send it to the ERP Integrations tool. An accounting approver can then review the PCCO and accept or reject it. After it is accepted by the approver, the data is exported from Procore to Sage 300 CRE®.

Things to Consider

• Required User Permission:
  • 'Admin' level permission on the Project level Prime Contract Tool. 
• Prerequisites:
  • Ensure that the project's Prime Contract has been imported to Procore from Sage 300 CRE®. See Import a Sage 300 CRE Prime Contract into Procore.
  • If any changes have been made to the Prime Contract in Sage 300 CRE®, ensure that those changes are synced to Procore. See Sync a Sage 300 CRE Prime Contract with Procore.
  • Create or update the PCCO in Procore. There are several ways that you might create a Prime Contract in Procore:
    • Create a Prime Contract Change Order
    • Create a Prime Contract Change Order from a Change Event
    • Complete a Prime Contract Change Order with DocuSign
  • Before you can send a PCCO to the ERP Integrations tool, it must also satisfy these prerequisites:
    • Title. Must be 255 characters or less. 
    • Number (#). Must be two (20) characters or less. 
    • Status. Must be in the Approved status.
      Note: Users with 'Admin' level permission on the can change the status of a PCCO as described below or a Designated Reviewer can follow the steps in Approve or Reject Prime Contract Change Orders.

Steps

1. Navigate to the project's Prime Contract tool.
2. Click the Change Orders tab.
3. Locate the desired PCCO in the Prime Contract Change Orders list. 
4. Choose from these options:
   • If the PCCO is in the Approved status, click View. 
     
     OR
      
   • If the PCCO is in any other status, click Edit. Then change the status to Approved and click Save at the bottom on the page.
     Note: You must have 'Admin' level permission on the Prime Contract tool or be a 'Designated Approver' on the PCCO to change the status of a PCCO to Approved.
     
5. If the PCCO is in the 'Approved' status, click Send to ERP.
   Note: If this button is grayed out and unavailable, check to see if the PCCO is in the 'Approved' status. Hover your mouse cursor over the tooltip for more information. 
   
   
   
   The system sends the PCCO to the Company level ERP Integrations tool and the icon at the top of the page changes to BLUE. See What do the ERP icons mean?

If you send a PCCO to the ERP Integrations tool and discover you need to make changes to it, follow the steps in these tutorials before an accounting approver accepts the PCC for export to Sage 300 CRE®:

• Retrieve a PCCO from ERP Integrations Before Acceptance
• Resend a Rejected PCCO to ERP Integrations for Accounting Acceptance

Next Step

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

See Also

• Export a PCCO to Sage 300 CRE®