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Accept or Reject a Budget for Export to MYOB Advanced Construction

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Objective

To accept (or reject) a budget that has been sent to the ERP Integrations tool for acceptance for export to the integrated ERP system by an accounting approver.

Background

After a user sends a project's budget to the ERP Integrations tool, your company's designated accounting approver must 'Accept' the data before the system will export it to the integrated ERP system. If there is at least one (1) budget line item in the ERP Integrations tool awaiting acceptance, Procore will send the approver(s) an automated email notification with the subject line 'ERP Integrations Daily Summary'. This email is sent one per day until an 'Accept' or 'Reject' response is submitted. The email also lists all of the budget items awaiting acceptance.

To submit a response, the accounting approver has these options in the ERP Integrations tool:

  • Accept. Accepts the budget and exports the data to the integrated ERP system. 
    OR

  • Reject. Rejects the budget. This removes the data from the ERP Integrations tool so it can corrected and then re-sent to the ERP Integrations tool for accounting acceptance. 

To learn how to accept or reject a budget, see the Steps below. 

Note that the Budget Export tab includes certain fields for [Your ERP Integration] which are applicable to Budget Revisions but not Original Budgets. However, these fields will appear in Procore for any budget export; your accounting approvers can ignore them if the budget being exported is an Original Budget that includes no Revisions (i.e., budget modifications or revised estimates).

Things to Consider 

  • Required User Permission:
    • '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:
  • Restrictions:
    After exporting a Procore budget to [Your ERP Integration] , the following restrictions are in place:
    • You no longer be permitted to import [Your ERP Integration] budget or job data into Procore.
    • You will not be permitted to unlock the Procore project's Budget tool (see Unlock a Budget), unless the following is true: 
      • The exported entries have been manually posted to your [Your ERP Integration] system using the Job Cost function. See your [Your ERP Integration] Help system for instructions. 
  • Limitations:

Steps

Review a Budget

  1. Navigate to the company's ERP Integrations tool.
  2. Click the Budgets tab.
  3. Under Filter Estimates By, click Ready to Export. 
  4. If the estimate export includes a budget revision (i.e., a budget modification or revised estimate), you should consider the following additional fields. Note that these fields appear even for original budgets, but they can be ignored if no budget revision is to be exported:
    1. Budget Revision Type (REQUIRED): Select the Budget Revision Type among the three options that [Your ERP Integration] allows - Scope Change, Budget Transfer, and Contingency. 
    2. Revision Date (REQUIRED) – Choose the date for the revision. This field defaults to today’s date.
    3. Budget Revision Number (optional) – Set a number for the budget revision. By default, [Your ERP Integration] assigns sequential numbers for each synced modification on the job.
    4. Budget Revision Status (optional) – You can choose a budget status among the four options that [Your ERP Integration] allows - Approved, Pending, Forecasted, and Rejected. By default, [Your ERP Integration] will assign a “Pending” status.
    5. Approved By User (optional) – You can enter the name of the approving user. By default, [Your ERP Integration] will show our integration user’s name.
  5. Review the accepted budget items to ensure the data is ready for export. Then choose your response:

Accept a Budget

  1. Under Budgets Ready to be Exported, do the following:
    1. Locate the project budget to export.
    2. Click Details to open the Budget Updates window. 
    3. Review the budget details. 
    4. Click the 'x' to close the window. 
  2. Click OK to acknowledge the caution message alerting you that you no longer be able to import a budget from [Your ERP Integration].
  3. Choose Accept.  
  4. Click Export to [Your ERP Integration]. 
    export-budget-to-erp.png

Reject a Budget

  1. Under Budgets Ready to be Exported, do the following:
    1. Locate the project budget to export.
    2. Click Details to open the Budget Updates window. 
    3. Review the budget details. 
    4. Click the 'x' to close the window. 
  2. Choose Reject.
  3. In the text box that appears, type a brief reason for the rejection. 
  4. Click Reject.
    The following events occur:
    • The system removes the budget from the ERP Integrations tool and returns it to an editable state in the Budget tool. 
    • The system sends an email notification to the person who created the budget (see Set Up a Budget) to alert the individual of the budget rejection.
    • The system also sends an email to the person who sent the budget to the ERP Integrations tool (see Send a Budget to ERP Integrations for Accounting Acceptance). Typically, this is the project manager. 

See Also