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Retrieve a Company from ERP Integrations Before Acceptance

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Objective

To retrieve a company record from the ERP Integrations tool before it has been accepted for export to [Your ERP Integration] by an accounting approver. 

Background

After a company record in the Directory tool is sent to the ERP Integrations tool for acceptance by an accounting approver, the system locks the record and you are NOT permitted to modify it in Procore, until it is either:

  • Accepted for export to the integrated ERP system by your company's designated accounting approver. 
  • OR
    Rejected by the accounting approver. 

However, if you recently sent a vendor/company to the ERP Integrations tool and realize you need to quickly correct some data, you can use the steps below to retrieve the company from the ERP Integrations tool. However, you can only perform these retrieval steps if the accounting approver has not yet responded to the vendor/company record (e.g., submitted an accept or reject response). 

For companies using the ERP Integrations tool, colour-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 COLOUR 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 their user profile in the Company and Project Directory. 

Things to Consider

  • Required User Permission:
    • 'Admin' level permission on the Directory tool.
      AND/OR
    • 'Admin' level permission on the ERP Integrations tool.
  • Limitations:
    • You can only retrieve a vendor/company that was sent to the company's ERP Integrations tool when it has not yet be accepted or rejected by an accounting approver. 
    • If you successfully retrieve a change order from the ERP Integrations tool, it is placed into an editable state in the Directory tool.

Steps

  1. Navigate to the company's Directory tool.
  2. Click Companies.
    Note: If your company has enabled the ERP Integrations tool for use with an integrated ERP system, 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. To learn more, see What do the ERP icons mean?
  3. Locate the desired company record in the list. Then click Edit. 
  4. Click Retrieve from ERP. 
    This removes the record from the Ready to Export list in the company's ERP Integrations tool.

See Also