Integration by Procore: 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 Viewpoint® Spectrum®, you can export it to Viewpoint® Spectrum®. The first step in this process is to locate the PCCO in the Project level Prime Contracts 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 Viewpoint® Spectrum®.

Things to Consider

• Required User Permission:
  • 'Admin' permission on the project's Prime Contracts Tool. 
• Prerequisites:
  • Ensure that the prime contract has been imported to Procore from Viewpoint® Spectrum®. See Import a Viewpoint® Spectrum® Prime Contract into Procore.
  • Create or update the PCCO in Procore. See Create a Prime Contract Change Order.
  • Contact Support to turn the export PCCO capability on. 
• Requirements:
  • 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.
  • For each associated line item that you add to the change order's Schedule of Values (SOV), you may designate a unique associated Prime Contract line item, or the same associated Prime Contract line item for all change order line items.  Note: The Associated Line Item is only visible and available when the ERP Integrations tool has been configured to work with Viewpoint® Spectrum® and the export prime contract change orders capability has been switched on in Procore by your Integration Implementation Specialist.

   

Steps

1. Navigate to the project's Prime Contracts tool.
2. Click the Change Orders tab.
3. Locate the PCCO that you want to export 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' permission on the Prime Contracts 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?

Next Step

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

See Also

• Integration by Procore: Export a PCCO to Viewpoint® Spectrum®