Send a Commitment to ERP Integrations for Accounting Acceptance

Objective

To send a commitment to the ERP Integrations tool to be accepted for export to the integrated ERP system by an accounting approver. 

Things to Consider

• Required User Permission:
  • 'Admin' level permission on the Commitments tool.
• Prerequisites:
  Before you can send a commitment (e.g., purchase order or subcontract) to the ERP Integrations tool, the commitment must satisfy these prerequisites:
  • ID Number. Must be 11 characters or less. See What is the maximum character length for a commitment's 'Number (#)'?
  • Title. The maximum character limit for this field is 255 characters. See What is the maximum character length for a commitment's 'Title'?
  • Contract Company. Must be linked to a QuickBooks® Desktop vendor. See Link a QuickBooks® Desktop Vendor to a Procore Company.
  • Status. Must be set to the 'Approved' status. 
  • Schedule of Values (SOV). Must include at least one (1) line item with a QuickBooks® Desktop cost code (Note: You can only add a line item to the commitment's SOV if its linked to an existing cost code and category).
    Note: The Subcontract Schedule of Values (SSOV) is NOT included in the export to QuickBooks® Desktop.
• Additional Information:
  • Description. This field maps to the 'Vendor Message' field in QuickBooks® Desktop. An entry in this field is NOT required for export to QuickBooks® Desktop. 

Steps

1. Navigate to the project's Commitments tool. 
2. Locate the desired commitment and click Edit. 

   For companies using the ERP Integrations tool, color-coded icons and ribbons appear in relevant areas of Procore to show the current status of an item. 

   ICON	RIBBON	COLOR	DEFINITION
   		YELLOW	Data that was sent ERP Integrations tool for approval has been retrieved from the tool by an end user. OR Data that was sent to the ERP Integrations tool has been rejected for export to the integrated ERP system by an accounting approver.
   		GREEN	Data is synced between Procore and an integrated ERP system.
   		BLUE	Data was sent to the ERP Integrations tool and is waiting for accounting approver to accept it for export to the integrated ERP system.
   		GREEN	When a user is designated as an accounting approver, this badge appears next to their user profile in the Company and Project Directory.

3. Modify the commitment as needed.

    Notes

   Before you can export a commitment from Procore, it must satisfy the following requirements: 

   • Schedule of Values (SOV). Must include at least one (1) line item with a cost code. See Add a Line Item to a Schedule of Values.
   • Status. Must be set to the 'Approved' status. 
   • Contract Company. Must be linked to a vendor. 
   • ID Number. Must be 11 characters or less. See What is the maximum character length for a commitment's 'Number (#)'?
   • Title. The maximum character limit for this field is 255 characters. See What is the maximum character length for a commitment's 'Title'?
4. Click Send to ERP.

   Notes:

   • If the Send to ERP (or Re-send to ERP) button is grayed out and unavailable, hover your cursor over the question mark (?) to learn why. Typically, it's because the project's ERP data has not yet been synced or because the item does not meet the minimum requirements (see above). 
   • If the Retrieve from ERP button appears, the data has already been sent to the ERP Integrations tool. 
   • The system sends the commitment to the ERP Integrations tool and locks it in the Commitments tool (i.e., to prevent users from editing it) before the accounting approver can review it:
     • Contract Company. You cannot edit the company.
     • Title. You cannot edit the commitment's title.
     • Status. You cannot edit the status of the commitment.
     • Default Retainage. You cannot edit the percentage value in the commitment).

Next Steps

• Accept or Reject a Commitment for Export to QuickBooks® Desktop

See Also

• Link a QuickBooks® Desktop Vendor to a Procore Company
• Retrieve a Commitment from ERP Integrations Before Acceptance