Export a CCO to QuickBooks

Objective

To export a commitment change order in a Procore project to your integrated ERP system. 

Background

This process consists of the tasks, which are typically performed by two different users:

1. A project manager completes these tasks:
   • Create a commitment change order
   • Send the commitment change order to an accounting approver for export to your integrated ERP system
2. An accounting approver (see What is the accounting approver role?) reviews the commitment change order that was sent to the ERP Integrations tool for acceptance. Then, the accounting approver either accepts or rejects it. The system then does the following:
   • Accepted commitment change orders are exported to the integrated ERP system.
   • Rejected commitment change orders are NOT exported to the integrated ERP system. Instead, they are returned to an editable state in the project's Commitments tool so they can be corrected and re-sent to the ERP Integrations tool acceptance by the accounting approver. 

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 ERP Integrations tool must be enabled on the company account. The tool must also be configured to work with QuickBooks® Desktop. See QuickBooks® Desktop: Setup Guide.
• Limitations:
  • To add a Schedule of Values (SOV) line item to a commitment change order, it must be tied to an existing cost code and category.
  • QuickBooks® Desktop has a limitation where a contract line item cannot be modified more than once on any commitment change order. Therefore, if you have a commitment change order that contains more than one modification for the same commitment line item, Procore will automatically sum the amount of the items and send it to QuickBooks® Desktop as a single (aggregated) value.

Demo

Workflow

This tutorial is part of a bigger process outlined in this 'Create and Export CCOs' workflow 

Steps

Follow these steps to create a commitment change order and then export it to QuickBooks® Desktop:

1. Create a Commitment Change Order or Create a Commitment Change Order from a Change Event. 
2. Send a Commitment Change Order to an Accounting Approver for Export to QuickBooks® Desktop
   Note: If you need to make changes to a CCO before the data has been accepted by an accounting approver for export to QuickBooks® Desktop, see:
   • Retrieve a Commitment Change Order from the ERP Integrations tool Before Export to QuickBooks® Desktop
   • Resend a Rejected Commitment Change Order to an Accounting Approver for Export to QuickBooks® Desktop
3. Accept or Reject a Commitment Change Order for Export to QuickBooks® Desktop 

See Also

• Are accounting approvers notified when data is awaiting acceptance in the ERP Integrations Tool?