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Procore Support (en-au)

Send Subcontractor Invoices to ERP Integrations for Accounting Acceptance

Objective

To send invoices the ERP Integrations tool so they can be accepted by an accounting approver for export to your integrated ERP system

Background

When you create invoices on a Procore project, they must be sent to the ERP Integrations tool in Procore for acceptance by an accounting approver. After acceptance, the system will export the invoice data to your integrated ERP system. After invoices are sent to the ERP Integrations tool, users will NOT be able to edit the invoice in the Commitments tool (with the exception of the invoice's attachments). 

When working with the Procore + MYOB Advanced Construction integration, you will need to be aware of what the different icons and ribbons signify in the Commitments tool.

For companies using the ERP Integrations tool, color-coded icons and ribbons appear in relevant areas of Procore. This visually highlights your system's ERP integration data, to help you quickly identify its current state. 

ICON RIBBON COLOR DEFINITION
icon-erp-rejected.png ribbon-erp-rejected.png 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.
icon-erp-synced.png ribbon-erp-synced.png GREEN Data is synced between Procore and an integrated ERP system.
icon-erp-sent.png ribbon-erp-sent.png 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. 
erp-accountant-badge.png   GREEN When a user is designated as an accounting approver, this badge appears next to his or her user profile in the Company and Project Directory. 

Things to Consider

  • Required User Permissions:
    • 'Admin' on the project's Commitments tool.
       Notes
      • User permissions are NOT managed in the project's Invoicing tool. Instead, the Invoicing tool is designed for users with 'Admin' level permissions on the Head Contracts and/or Commitments tool. 
      • If you are a collaborator (for example, an progress claim contact for a subcontracting company that is performing work for a head contractor managing your contract in Procore), your ability to perform progress claim-related tasks is determined by the project team that controls these settings for your Procore user account: 
        • Your user account's permissions on the project's Commitments and/or Head Contracts tool.
        • Your membership on the 'Private' list of a specific head contract, purchase order, or subcontract.
        • Your designation as an 'Progress Claim Contact' on a head contract, purchase order or commitment.
      • To learn more about permissions for specific tasks that can be performed with the Invoicing tool, see Permissions: Invoicing.
  • Minimum Invoice Requirements:
    • Before you can send an invoice from the Commitments tool to the ERP Integrations tool, the invoice must be in the Approved, Approved as Noted, or Pending Owner Approval status. 
  • Additional Information:
    • Billing Date. This date in Procore is transferred to MYOB Advanced Construction as the Date on a bill. 
    • Invoices whose total amount equals zero dollars cannot be sent to MYOB Advanced Construction. These invoices will not be synced when exported. 
    • Retainage cannot be released automatically with the MYOB Advanced Construction integration. Users must release retainage manually in MYOB Advanced Construction. Invoices containing retainage release can still be synced, but the retainage will not be released. Invoices which only release retainage will not be sent at all.
    • Materials Presently Stored and Materials Retainage are not supported with the MYOB Advanced Construction integration. These values will be ignored when sending invoices to MYOB Advanced Construction. 

Steps

Send One or More Subcontractor Invoices to ERP

A user with 'Admin' permission on the Commitments tool can perform this task in the project's Invoicing tool. 

  1. Navigate to the project's Invoicing tool.
  2. Click the Subcontractor tab.
  3. Mark the checkboxes that correspond to the invoices that you want to send to ERP.
    Note: To select invoices, they must be in the Approved, Approved as Noted, or Pending Owner Approval status. 
  4. Click Send to ERP.
    send-invoice-to-erp.png
    Notes:
    • If you place a checkmark next to an invoice and the 'Send to ERP' button is grayed out and unavailable, it is because the invoices are not in one of the required statuses.
      Procore sends the invoice data to the ERP Integrations tool so it can be reviewed by the accounting approver. 
    • After invoices are sent, users will NOT be able to edit the invoice in the Commitments tool (with the exception of editing the invoice's attachments). 

Send an Individual Subcontractor Invoice to ERP Integrations

  1. Navigate to the project's Commitments tool.
  2. Click the Billings tab.
  3. Click the desired item link in the Commitments column. 
    This opens the commitment in view mode. 
  4. If you need to make any changes, click Edit. Then update the commitment as appropriate. See Edit a Commitment.
    Note: To enable the Send to ERP button in the next step, you must place the item into the Approved, Approved as Noted, or Pending Owner Approval status. 

    send-to-erp.png
  5. Click Send to ERP.
    Notes:
    • If the Send to ERP button is grayed out and unavailable, hover your cursor over the question mark (?) to learn why.  It is most often because the invoice is not in the Approved, Approved as Noted, or Pending Owner Approval status. 
    • When the Retrieve from ERP button appears, this invoice has successfully been sent to the ERP Integrations tool. An ERP icon also appears. See What do the ERP icons mean?
    • The system sends the invoice data to the ERP Integrations tool so it can be reviewed by the accounting approver. After invoices are sent to the ERP Integrations tool, users will NOT be able to edit the invoice in the Commitments tool (with the exception of editing the invoice's attachments).