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Send Subcontractor Payment Applications to ERP Integrations for Accounting Acceptance

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NEW ERP DOCUMENTATION EXPERIENCE!

We're building a better way to serve you documentation that gives you the most up-to-date and relevant information about how to use your company's Procore + ERP integration.

This page is part of the new experience. The new experience is currently complete for Workday®, QuickBooks® Online, Yardi Voyager®, Xero™, CMiC, NetSuite®, MRI Platform X®, Acumatica Cloud ERP and MYOB Advanced Construction only. 

To view documentation for a Procore-supported ERP integration that is not yet part of the new experience, please see ERP Integrations and select the tile for your ERP system.

Objective

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

Background

To sync payment applications in a Procore project with your ERP system, they must be sent to the ERP Integrations tool in Procore for acceptance by an accounting approver. After acceptance, the system will export the payment application data to your integrated ERP system. After payment applications are sent to the ERP Integrations tool, users will NOT be able to edit the payment application in the Commitments tool (with the exception of the payment application's attachments). 

Things to Consider

  • Required User Permissions:
    • 'Admin' permission on the project's Commitments tool.
       Notes
      • Access permissions to the Payment applications & Progress Billings tools are governed by the permissions set on the Commitments and/or Client Contracts, Funding or Main Contracts tool. Procore tool names vary, depending on the point-of-view dictionary configured in Procore. See What tool names and terms are different in Procore for main contractors, owners and speciality contractors?
      • If you are a collaborator (for example, an payment application contact employed by a company performing work on a project managed in Procore, your ability to perform invoice-related tasks is determined by the Procore company account holder. Settings that the account holder may choose to provide to you include:
        • A Procore User account.
        • Access permissions to the project's Commitments and/or Client Contracts, Funding or Main Contracts tool.
        • Membership on the 'Private' list of a specific contract or funding
        • Designated as an 'Invoice Contact' on the contract or funding.
  • Requirements:
    • The payment application must be in the Approved, Approved as Noted, or Pending Owner Approval status. 
  • Considerations, requirements and limitations vary depending on the ERP system your Procore account is integrated with. See Things to Know about your ERP Integration for details.

Steps

 Tip

If the 'Send to ERP' button is greyed out and unavailable, it's usually because the payment applications are not in one of the required statuses.

Send One or More Subcontractor Payment applications to ERP

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

  1. Navigate to the project's Payment applications tool.
  2. Click the Subcontractor tab.
  3. Mark the tickboxes that correspond to the payment applications that you want to send to ERP.
    Note: To select payment applications, they must be in the Approved, Approved as Noted, or Pending Owner Approval status. 
  4. Click Send to ERP.

Send an Individual Subcontractor Payment application to ERP 

  1. Navigate to the project's Commitments tool.
  2. Locate the commitment that contains the payment application that you want to send to ERP Integrations. Then click View. 
  3. 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. 
  4.  Click the Payment applications tab.
  5. Click Send to ERP.