Resolve 'Phase XXXX is inactive!' Export Error

When exporting financial data from Procore to Viewpoint Vista, the export may fail if the corresponding Phase Code in Vista has been set to an 'Inactive' status. To resolve this, you must reactivate the phase within Vista and allow the integration to sync the updated status back to Procore.

• Required User Permissions:

  • Viewpoint Vista:

    • 'Admin' permissions within your Viewpoint Vista environment.

  • Procore:

    • 'Standard' or 'Admin' permissions 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.

• Additional Information:

  • After updating the status in Vista, you must wait for the scheduled hourly sync to complete before retrying the export in Procore.

Activate the Phase in Viewpoint Vista

1. Open Viewpoint Vista.

2. Navigate to the Job Cost module.

3. Go to Maintenance > Phases.

4. Enter the Job code associated with the export error.

5. Select Begin Editing.

6. Locate the specific phase code mentioned in the error message on the grid.

7. Click the wrench icon to open the Edit Phases window.

8. Change the phase status to Active.

9. Save your changes.

Sync and Retry the Export

1. Wait for the Sync: The Procore-Vista integration runs a background sync every hour. Wait for the next sync to complete so Procore recognizes the "Active" status of the phase.

2. Refresh the Item in Procore:

   1. Navigate to the specific item (e.g., the PCCO) in Procore.

   2. Click Retrieve from ERP.

   3. Click Send to ERP.

3. Export to Vista:

   1. Navigate to the ERP Integrations tool in Procore.

   2. Click the sub-tab for the specific tool (e.g., PCCOs).

   3. Click the Ready to Export filter.

   4. Select the item and click Export.