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Update the Company Import Template

IMPORTANT! In order to protect the integrity of your company’s data, Procore Employees are restricted from modifying the data that clients submit in all Procore Import Templates. This restriction applies to all data modifications, including correcting typographical errors. If Procore determines that errors are present in any Procore Import Template that you submit to Procore, it will be returned to you for correction. Please note that the import process may take up to 72 hours to process.

 

Objective

To update the vendor import template for the Company and Project level Directory tool.

Background

As your company's Procore Administrator or your project's Directory Administrator, you have been granted 'Admin' level permission to either the Company Directory, Project Directory, or both. Whether you are responsible for setting up your entire company's Procore account or responsible for setting up a new project, one of the required setup steps is to populate Procore's Directory tool with your user information (i.e., users are people, such as employees, who will be logging into Procore). You may also be responsible for adding any vendor records to the Directory (i.e., subcontracting companies, vendors, and/or suppliers). For an overview about the import process, see Request Company and People Imports.

Before completing the steps below, follow the steps in Download the Company or User Import Template. After getting your copy of the vendor import template, use the steps below to collect and format your vendor import data. Then when you are ready to submit your request, continue with Send a Company or User Import Template to Procore.

Things to Consider

  • Required User Permission:
    • To update the import template in the Microsoft Excel format: None.
  • Prerequisites:
  • Import Template Requirements:
    For general considerations about updating an Excel template, see How do I prepare my data for import into Procore?
    • Important! To avoid import failure:
      • The XLSX file must be formatted as a table.
      • Do NOT not delete the column header row in the template. 
      • Do NOT change the labels on the column header row in the template. 
      • Do NOT add new columns to the template.
      • Do NOT add blank columns to the template.
      • Do NOT add empty rows (i.e., skip rows) to the template.
  • Required Column Data:
    • The first line of the table must include the header, which defines the fields in the Excel table and your company's vendor database in Procore.
      • The following headers are supported: name*, entity_type, entity_ID, address, city, state, zip, country, business_phone, fax_number, email_address, primary_contact, trade_name, authorized_bidder, union_member, bidding_mbe_sbe, non_union_prevailing_wage, bidding_mbe_aabe, bidding_mbe_abe, bidding_mbe_hbe, bidding_mbe_nabe, bidding_mbe_wbe, bidding_mbe_dbe, bidding_mbe_hub, bidding_mbe_mbe, bidding_mbe_sdvosb, bidding_mbe_8a, bidding_affirmative_action, bidding_cbe, prequalified, license_number, default_bid_invitee, tags_keywords, Standard Cost Code List.
      • If your company account has enabled the Company level ERP Integrations tool, your template is set up to automatically add one (1) of these column headers: Sage 300 CRE Cost Codes, QuickBooks Cost Codes, or timberline_vendor_id (This field is included only for customers with the legacy Sage Timberline Office (STO) integration).
    • The import process will fail if you modify values in column headers.
    • The import process will fail if you insert new columns, move columns, or remove columns from the template.
    • The import process will fail if you change the column header order in the template.
  • Required Row Data:
    Important! There is no limit to the number of rows you can import. However, rows cannot be blank.
    • Each row requires a value in the name column in order to create the company record. Other values in the same row can be blank.
    • Each row in the table corresponds to an individual vendor.
    • The import process will fail if you change the column header order in the template.
    • The import process will fail if you insert new columns, move columns, or remove columns from the template.
    • The import process will fail if you modify values in column headers.

Steps

  1. Open the XLSX template in Microsoft Excel. 
    The following is an illustration of the workbook used to gather your import data. There are three (3) worksheets:
    • Instructions. This worksheet contains important information about completing the template. 
    • Sample Data. This worksheet contains sample data, instructions, links to helpful support articles, and general import guidelines. 
    • Add Data Here. This worksheet is for your data entry. Start your entries in cell A2. Each line item (a.k.a., 'row') corresponds to a single user record. 

      vendor-imports-workbook.gif
       
  2. Review the information in the 'Instructions' worksheet. 
  3. Review the data entry examples in the 'Sample Data' worksheet.
  4. When ready to enter your data, click the 'Add Data Here' worksheet.
  5. Complete the data entry as follows:
    Note: An asterisk (*) denotes a required field. 

    vendor-import-name-to-country.gif
     
    1. name*
      Enter the vendor/company name exactly as you want it to appear in the Directory tool. Company names are case- and punctuation-sensitive. If your company has enabled the Company level ERP Integrations tool, be aware that your entry is synced with an integrated ERP system that imposes character limits on imported project names. For details, see What is the maximum character length for a 'Company Name' in the Directory tool?
      Important!  To avoid creating a duplicate entry when importing entries to a Directory with existing records:
    2. entity_type
      Select ABN (Australian Business Number) or EIN (Employer Identification Number) from the drop-down list. Then enter the entity's identification number in the entity ID field. 
    3. entity ID
      If you select an option from the entity_type list, you must enter the appropriate number here. See Australian Business Number or Employer Identification Number.
    4. address
      Enter the street or mailing address for the vendor/company.
    5. city
      Enter the full city name (e.g., San Diego, Seattle, Westchester). 
    6. state
      Enter the two-letter state or territory abbreviation (e.g., CA, WA, NY). See U.S. State Abbreviations.
    7. zip
      Enter the company's ZIP code.
      Tip! If a ZIP code contains a leading zero (e.g., 92129, 98122, 10503), there is a known issue in Microsoft Excel related to displaying numbers. See the Microsoft Office web site for details: Displaying Numbers as Postal Codes.   
    8. country
      Enter the full country name of the company's address (e.g., United States or Canada).

      vendor-import-bizphone-to-tradename.gif
       
    9. business_phone
      Enter the vendor's/company's business telephone number using the NANP number format (e.g., 805-555-0100). Do not use SPACES or parentheses as delineators. 
    10. fax_number
      Enter the vendor's/company's business facsimile number using the NANP number format (e.g., 805-555-0101). Do not use SPACES or parentheses as delineators. 
    11. email_address
      Enter one (1) full email address for the vendor/company. Typically, this is a general business email address (e.g., info@example.com). This field does not support the entry of multiple email addresses.

    12. primary_contact
      Enter one (1) full email address for the primary contact at the vendor/company. Typically, this is a person's email address (e.g., jsmith@example.com). This field does not support the entry of multiple email addresses. 
      Important! The primary_contact must be an email address and the user associated with the email address must have a record in the Directory tool.

    13. trade_name
      Enter the vendor/company trade (e.g., Concrete or Masonry). If there are multiple trades, use the pipe symbol (|) as a separator and include a single SPACE on either side of the pipe symbol (e.g., Concrete | Masonry).
      Notes:

      • To type the pipe symbol (|), hold down your keyboard's SHIFT key and then press the backslash (\) key. On most US English keyboards, the backslash key is directly above ENTER or RETURN. However, your keyboard may be different. 

      • Trades let you filter records in the Project Directory. See Add or Delete Trades. They and also let you quickly create bid lists with Procore's Bidding tool. See Export a Bid Package's Bid List to a PDF or CSV). 

  6. Business Type Considerations:
    Note: If local, federal, or state regulations restrict your organization from the collection of this data, you must leave this cell blank. 

    vendor-import-biddinginfo.gif
     
    1. authorized_bidder
      Select 'Yes' to indicate if the vendor is authorized to bid on all your company projects (if you are importing at the Company level) or a specific project (if you are importing at the Project level). Select 'No' to indicate the vendor is not an authorized bidder. 
    2. union_member
      Select 'Yes' or 'No' to indicate if the vendor is a member of a union. 
    3. bidding_mbe_sbe
      Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Small Business Enterprise. Select 'No' to indicate the company is not certified as a small business. Procore interprets a blank value as a 'No' entry. 
    4. non_union_prevailing_wage
      Select 'Yes' to denote that the company is subject to general prevailing wage determinations. Select 'No' to indicate the company is not subject to these determinations.
    5. bidding_mbe_aabe
      Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., African American Business Enterprise). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
    6. bidding_mbe_abe
      Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., Asian American Business Enterprise). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry.
    7. bidding_mbe_hbe
      Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., Hispanic Business Enterprise). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
    8. bidding_mbe_nabe
      Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., Native American Business Enterprise). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
    9. bidding_mbe_wbe
      Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., Women Owned Business Enterprise). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
    10. bidding_mbe_dbe
      Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., Disadvantaged Business Enterprise). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
    11. bidding_mbe_hub
      Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., Historically Underutilized Business Enterprise). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
    12. bidding_mbe_mbe
      Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business Enterprise. Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
    13. bidding_mbe_sdvosb
      Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., Service-Disabled Veteran-Owned Small Business). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
    14. bidding_mbe_8a
      Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g.,  Socially- or Economically- Disadvantaged Business under the 8(a) program). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
    15. bidding_affirmative_action.
      Select 'Yes' to denote that the company is subject to affirmative action when bidding. Select 'No' to indicate the vendor is not subject to affirmative action.  Procore interprets a blank value as a 'No' entry. 
    16. bidding_cbe
      Select 'Yes' to denote that the company registered with the Department of Small and Local Business Development’s (DSLBD’s) Certified Business Enterprise (CBE) Program. Select 'No' to indicate the company is not a district-based (i.e., Washington D.C.) business.
    17. prequalified
      Select 'Yes' if the contractor is on the relevant Prequalified Contractors Listing for the state in which it will be doing business. Select 'No' if the contractor is not on the listing. Procore interprets a blank value as a 'No' entry. 

      vendor-import-license-to-tags.gif
       
    18. license_number
      Enter the company's state contractors license. 
    19. default_bid_invitee
      Enter the email address for the default bid invitee for that company. If there are multiple invitees, use the pipe symbol (|) as a separator and include a single SPACE on either side of the pipe symbol (e.g., jsmith@example.com | mjones@example.com).
    20. tags_keywords
      Enter any keyword tags for the vendor here. Separate entries with a comma (,). You can enter up to 255 characters in this field. 
  7. Cost Codes:
    1. Standard Cost Code List
      Important! Your company's or project's cost codes should always be added, imported, or synced before importing vendors. See Add and Edit Project Cost CodesRequest a Cost Code Import or Configure Cost Code Preferences for ERP Integrations.
      • If your company is using a Standard Cost Code list, enter the appropriate Division and Cost Codes. For example, if you have a two-tier cost code structure, you will need to enter the Division code and the Cost Code (e.g., 03-050). For a three-tier cost code structure, you might need to enter the Division, Division 1, and Cost Code (e.g., 03-10-050). 
      • If you want to associate multiple codes with the company, separate each code with the pipe (|) symbol and be sure to include a single SPACE on either side of the pipe symbol (e.g., 03-050 | 03-100.  See Edit and Add Cost Codes and Descriptions.

        vendor-import-stdccs.gif
    2. ERP Integrations Cost Code List
      If your company has enabled the Company level ERP Integrations tool for a supported ERP system, this column heading corresponds to your specific ERP system. To change the column heading, click the Instructions tab. Then scroll to the 'To Complete This Template' section. Then, next to step 2, select one of these options:

      vendor-import-erp-ccs.gif
       
      • Select Integration/None
        Select this option if your company has NOT enabled the ERP Integrations tool. Note: You will also select this option if you are using the Procore + Spectrum or Procore + Viewpoint Vista. These integrations do NOT currently allow you to import cost codes (i.e., phase codes in Viewpoint Vista with a vendor record. 
      • SAGE 300 CRE
        Select this option if you are using the Procore + Sage 300 CRE and want to associate cost codes with a specific vendor record. See Sage 300 CRE.
      • QuickBooks
        Select this option if you are using the Procore + QuickBooks and want to associate your QuickBooks costs codes with a specific vendor. See QuickBooks.
      • timberline_vendor_id
        Select this option if you are using the legacy version of the Procore + Sage Timberline Office (STO) integration. This is NOT common and is also NOT related to the current Procore + Sage 300 CRE integration. Note: Although it not commonly used, you can also add import data to this column if you are storing the Timberline Vendor ID (a.k.a., Accounting Vendor ID) in your vendor records.
  8. After you complete the row, the system focus shifts to the first cell of the next available row. Continue your data entry as desired.
  9. Choose File > Save to save your updates. 
  10. When your data entry is complete, continue with Send a Company or User Import Template to Procore.

See Also