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Procore

Integration by Procore: Accept or Reject a PCCO for Export to Viewpoint® Spectrum®

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Objective

To accept or reject a PCCO that has been sent to the company's ERP Integrations tool for review by an accounting approver. 

Background

After a user sends a PCCO to the ERP Integrations tool for acceptance, an accounting approver can review the information as submit a response to the PCCO as follows:

Note: If there is at least one PCCO in the ERP Integrations tool that's awaiting accounting acceptance, Procore sends an automated email notification to the people at your company who are designated as an accounting approver. Accounting Approvers will receive the email once per day with the subject line 'ERP Integrations Daily Summary' until their response is submitted. This notification lists all of the budget line items awaiting that person's acceptance.

Things to Consider

  • Required User Permissions:
    • 'Standard' or 'Admin' on the company's ERP Integrations tool.
      AND
    • The person's account must be granted the 'Can Push to Accounting' privilege in the Company Directory. See Grant Accounting Approver Privileges.

Note: Users who are granted only 'Standard' permission to the ERP Integrations tool can view information, but do not have sufficient permission to accept/reject PCCOs for export. 

  • Prerequisites:
  • Requirements:
    To successfully export a PCCO from Procore to Viewpoint® Spectrum®, the following must be true:
    • The Date field on a PCCO is required.
    • The Billing Item Code on a PCCO must be 10 characters or less.
    • The PCCO must be in the 'Approved' status.
    • Each PCCO can only be associated with one (1) line item on a prime contract's Schedule of Values (SOV).
    • If you attempt to export a PCCO when it is associated with more than one (1) line item on a prime contract's SOV, an error message will appear as detailed in Accept a PCCO below.

Steps

Review a PCCO

  1. Navigate to the company's ERP Integrations tool.
  2. Click Prime Contract Change Orders. 
  3. Under Filter Prime Contract Change Orders By, click Ready to Export.
    Note: All of the PCCOs in this page were sent to the ERP Integrations tool for accounting acceptance. See Integration by Procore: Send a PCCO to ERP Integrations for Accounting Acceptance.
  4. In the project's table, locate the desired PCCO. Then choose one of these methods to review it:
    • To open the project's Prime Contracts tool, click the Prime Contracts hyperlink. 
    • To open a PDF copy of the change order, click the PDF icon on the left side of the table. 
    • To open the PCCO in the Prime Contract tool, click the PCCO Number (#). 
  5. Return to the Ready to Export tab. Then continue with one of the following:

Accept a PCCO​

  1. Locate the desired PCCO in the Prime Contract Change Orders list.
  2. Enter the Contract Item Code in the box.
    Notes:
    • This field requires a unique value.
    • The value you enter here corresponds to a new line item that will be created in your Viewpoint® Spectrum® system on the job's contract.
    • This is the unique ID number used to identify the change order in Viewpoint® Spectrum®.
  3. Click Accept. 
    This syncs the PCCO with Viewpoint® Spectrum®. 
    set-transaction-date-for-pcco-export-to-integration.png
     Important

    If the following message appears:

    Sending Prime Contract Change Order items for multiple Prime Contract items is not currently supported. Please consolidate all Prime Contract Change Order items to one Prime Contract item.

    This message appears when your PCCO is associated with more than one (1) line item on a prime contract's Schedule of Values (SOV). In order to successfully export a PCCO, the following must be true:

    • The PCCO can only be associated with one (1) line item on a prime contract's Schedule of Values (SOV). 
    • The PCCO must be in the 'Approved' status.

    If the above message (or any other failure message appears), follow these steps:

    1. Click Failed to Export.
    2. Complete the steps in Reject a PCCO below.
    3. Make any changes in the PCCO.
    4. Complete the steps in Integration by Procore: Resend a Rejected PCCO to ERP Integrations for Accounting Acceptance. 
  4. (Optional) To verify that the sync was successful, log into Viewpoint® Spectrum® and verify that your data appears as expected.

Reject a PCCO 

  1. Locate the desired PCCO in the Prime Contract Change Orders list.
  2. Leave the Contract Item Code box blank.
  3. Choose Reject.

    reject-pcco-export-to-integration.png
  4. Enter a short explanation about the reason(s) for the rejection.
  5. Click Reject.
    The following events occur:
    • The system removes the PCCO from the ERP Integration tool and returns it to an editable state in the project's Prime Contract tool. 
    • The system sends an automated 'ERP PCCO Rejection Notification' to the user who created the PCCO. This alerts the user of the 'Reject' response.

See Also