Integration by Ryvit: Accept or Reject a CCO for Export to Viewpoint® Vista™

Objective

To accept or reject a Commitment Change Order (CCO) that has been sent to the ERP Integrations tool for acceptance by an accounting approver.

Background

After a user sends a CCO to the ERP Integrations tool for accounting acceptance (see Integration by Ryvit: Send a CCO to ERP Integrations for Accounting Acceptance) an accounting approver (see What is the Accounting Approver Role?) has the option to 'Accept' or 'Reject' the budget as follows:

Accept. Accepts the CCO and exports it to Integration by Ryvit.
OR
Reject. Rejects the CCO and returns it to the Commitments tool in an editable state where the change order can be corrected and then re-sent to the ERP Integrations tool for accounting acceptance. See Integration by Ryvit: Resend a Rejected Company to ERP Integrations for Accounting Acceptance.

Note: If there is at least one (1) CCO in the ERP Integrations tool that's awaiting accounting acceptance, Procore sends an automated email notification to the designated accountant once per day with the subject line 'ERP Integrations Daily Summary.' This notification lists all of the 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.
Prerequisites:
- The company account must be integrated with Integration by Ryvit. See Integration by Ryvit Integration: Setup Guide.
- The Change Orders tool must be an active tool on the project. See Add and Remove Project Tools.
- The Commitments tool must be an active tool on the project. See Add and Remove Project Tools.

Steps

Review a Commitment Change Order

Navigate to the company's ERP Integrations tool.
This reveals the Integration by Ryvit page.
Click the Change Orders tab.
Under Filter Change Orders By, click Ready to Export.
The page that appears lists only the CCOs that have been sent to the ERP Integrations tool for accounting acceptance. See Integration by Ryvit: Send a CCO to ERP Integrations for Accounting Acceptance.
Continue with one of the following:
- Accept a Commitment Change Order
- Reject a Commitment Change Order

Accept a Commitment Change Order

In the Ready to Export page, locate the desired change order in the Change Orders - Ready to Be Exported table:
Accept the change order for export as follows:
1. Accept. Choose this option button to indicate that you are accepting the item for export.
2. Enter Description. It is recommended that you enter the commitment number in this box.
  Important! This box only appears if your company has enabled the 'Enable Custom CCO Title/Description When Exporting to Viewpoint® Vista™ feature for the ERP Integrations tool. To enable this optional feature, a user who has been granted 'Admin' level permission to the ERP Integrations tool must submit an email request to your Procore point of contact.
3. Export. Click this button to export the selected item.
  This exports the item to the integrated ERP system. Typically, this takes a few minutes. A message shows you the export status and confirms when the process is successful.

What happens next:

When the export is successful, the system displays a confirmation message. You can then log into your integrated ERP system to verify that your data was exported from Procore as expected.
If any items fail to export to your integrated ERP system, view a list of those items clicking Failed to Export in the right pane. Then, follow the steps in Reject a Commitment Change Order and continue with Integration by Ryvit: Send a Commitment Change Order to ERP Integrations for Accounting Acceptance.

Reject a Commitment Change Order

In the Ready to Export page, locate the desired change order in the Change Orders - Ready to Be Exported table:
Reject the change order as follows:
1. Reject. Choose this option button to indicate that you are rejecting the item for export.
2. Enter a Comment. Type a reason for your rejection in this box.
3. Reject. Click this button to reject the item.