Resend a Rejected Owner Invoice to ERP for Accounting Acceptance

ERP DOCUMENTATION

Each Procore-built ERP integration offers its own unique feature set. Your integration might not support the action described on this page.

To learn about your integration and its supported features, see Which ERP integrations are supported by Procore?

Using Owner or Specialty Contractor Terminology?

Procore can be configured to use terminology specific to General Contractors, Owners, or Specialty Contractors. Learn how to apply the dictionary options.

  • To learn the differences: Show/Hide

    • This table shows the differences in tool names (bold) and terms across the point-of-view dictionaries for Project Financials.

      General Contractors
      English (United States) - Default

      Owners
      English (Owner Terminology V2)

      Specialty Contractors
      English (Specialty Contractor Terminology)

      Invoicing

      Invoicing

      Progress Billings

      Owner

      Funding

      Owner

      Owner/Client

      Owner/Client

      GC/Client

      Prime Contract Change Order

      Funding Change Order

      Client Contract Change Order

      Prime Contracts

      Funding

      Client Contracts

      Revenue

      Funding

      Revenue

      Subcontract

      Contract

      Subcontract

      Subcontractor

      Contractor

      Subcontractor

      Subcontractor Schedule of Values (SSOV)

      Contractor Schedule of Values (CSOV)

      Subcontractor Schedule of Values (SSOV)

      About These Dictionaries

      • Default Setting: The 'General Contractor' dictionary is enabled by default for all accounts.

      • Availability: These alternate dictionaries in italics are available in US English only.

      How to Switch Your Dictionary

      To change your company's terminology to the Owner or Specialty Contractor dictionary, contact your company's . They will work with your Procore Point of Contact to make the change.

Background

If an invoice is sent to the ERP Integrations tool for acceptance by an accounting approver, the approver has the option to 'Reject' it for export to the ERP system. When rejected, the approver can include a reason for the rejection to clarify the changes needed. When an item is rejected for export, Procore sends an automated email notification to the person who sent the item to the ERP Integrations tool to notify them of the rejection.

Next, the user is expected to address the reason(s) for the rejection by updating the invoice. After the invoice is corrected, follow the steps below to resend it to the ERP Integrations tool for accounting acceptance.

Things to Consider

  • Required User Permissions:

    • 'Admin' level permission on the Project level Commitments tool.

 Notes

  • Access permissions to the Invoicing & Progress Billings tools are governed by the permissions set on the Commitments and/or Client Contracts, Funding, or Prime 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 general contractors, owners, and specialty contractors?

  • If you are a collaborator (for example, an 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 Prime Contracts tool.

    • Membership on the 'Private' list of a specific contract or funding

    • Designated as an 'Invoice Contact' on the contract or funding.

  • Additional Information:

    • The Re-send to ERP button is only available when an invoice has previously been sent to the ERP Integrations tool and was rejected for export by an accounting approver.

    • Since there are several reasons why an invoice could be rejected, you may need to fix multiple issues. If you have questions, contact your company's accounting approver for more information about the rejection reason(s).

    • When you re-send an invoice to the ERP Integrations tool, your company's designated accounting approver(s) will immediately receive an email notification to alert them. It will also be included on the "ERP Integrations Daily Summary" email notification.

  • Prerequisites:

    • The project must be synced with your integrated ERP system.

    • The billing period for the invoice must be created.

    • The prime contract must exist in the 'Approved' status.

    • The invoice must exist in the 'Approved' status.

  • Additional considerations and requirements might vary depending on the ERP system your Procore account is integrated with.

Steps

  1. Navigate to the project's Prime Contracts tool.

  2. Locate the contract to work with, then click its Number link.

  3. Click the Invoices tab.

  4. Locate the invoice to work with, then click its Number link.

  5. Click Edit next to the invoice you need to adjust.

  6. Make the necessary changes.

  7. Click Save.

  8. Click Resend to ERP.

    • If the Resend to ERP button is grayed out and unavailable, hover your cursor over the question mark (?) to learn why. It's usually because the invoice is not in the Approved status.

    • If the Retrieve from ERP button appears, this invoice has already been sent to the ERP Integrations tool.

See Also

Loading related articles...