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Import Vendors to the Project Directory

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 the Procore Import Template that you submit, it will be returned to you for correction. 

 

Objective

To request to have your company's or project's vendor list imported into Procore.

Background

During the Procore implementation process (or at the beginning of a new project), a member of the Procore team can import your vendor/company data to the company's Directory tool. To request an import, a user with 'Admin' level permissions to the company's Directory tab will need to complete these steps:

  1. Request the import template. Please contact your Procore point of contact to receive the Excel import template (XLSX).
  2. Update the template with the vendor information that you want to import. To prevent delays, errors, or failures with the import process it is important to follow the instructions in this article.
  3. Send an email request (and include the updated template as an attachment) to support@procore.com. For best results, review all of the information in this article and add as much information as possible to the template before submitting your import request.

After receiving your import data, your Procore point of contact reviews your submission to ensure the data is formatted properly and meets the import requirements. Your Procore point of contact then converts the XLSX file to the required Comma Separated Values (CSV) format and performs the import for you. 

After the import process is complete, you can then log into Procore to validate that your data was imported as expected. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions to the company's Directory tool to request vendor imports at the company level. 
    • 'Admin' level permissions to the project's Directory tool to request vendor imports at the project level. 
  • Prerequisites:
    • ​A list of vendors that you want to add to Procore.
    • Important! The company's or project's cost codes must be added, imported, or synced with Procore before the vendor import. 
  • Excel File Requirements:
    • ​For general formatting considerations, see How do I prepare my data for import into Procore?
    • The completed template must be submitted to Procore in the XLSX format.
    • The XLSX file must be formatted as a table.
    • Required Column Data:
      Important! To avoid import errors, do NOT add blank columns, do NOT add new data columns, and do not delete the header row from the vendor import template.
      • 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*, 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, timberline_vendor_id.
      • 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.
    • 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.

Steps

Complete the Vendor Import Template

  1. Please contact your Procore point of contact to receive the Excel import template (XLSX).
  2. Open the XLSX file in Microsoft Excel. 
    The following is an illustration of the Excel workbook used to gather your import data. There are three worksheets:
    • Instructions. This worksheet contains instructions, links to helpful support articles, and general import guidelines. 
    • Sample Data. This worksheet contains an example of what a properly completed worksheet should look like. Use this worksheet as your guide when completing the Add Data Here worksheet. 
    • Add Data Here. You will enter the data you want to import in this worksheet, starting in cell A2. 


       
  3. Continue with Update the Vendor Import Template and Send it to Procore.

Update the Vendor Import Template and Send it to Procore

  1. Open the vendor import template in Microsoft Excel.
  2. Review the information in the Instructions worksheet. 
  3. Review an example of how to complete the data entry in the Sample Data worksheet. 
  4. Click the Add Data Here worksheet and then add your import data as follow:
    • name*
      Enter the vendor/company name exactly as you want it to appear in the Directory tool. Company names are case- and punctuation-sensitive. 
      Important!  If the vendor/company already exists in the Directory tool, enter the name exactly as it appears in the Directory to avoid creating a duplicate. See Add a Company to the Company Directory or Import Vendors to the Company Directory.
      Note: If your company is integrating a third-party accounting system with Procore, be aware that when entering data in the 'Company Name' field, Sage 300 CRE vendor names have a maximum limit of 30 characters and QuickBooks vendor names have a maximum limit of 41 characters. 
    • address
      Enter the street or mailing address for the vendor/company.
    • city
      Enter the full city name (e.g., Los Angeles). 
    • state
      Enter the two-letter state or territory abbreviation (e.g., CA). See U.S. State Abbreviations.
    • zip
      Enter the company's ZIP code.
      Tip! If a ZIP code contains a leading zero (e.g., 01730), 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.   
    • country
      Enter the full country name of the company's address (e.g., United States or Canada).


       
    • 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. 
    • 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. 
    • 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.

    • 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.

    • 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).
      (Note: To type the pipe symbol (|), hold down your keyboard's SHIFT key and then press the backslash (\) key (Tip! 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). 



    •  

    • Business Type Considerations:
      • authorized_bidder
        Enter yes or no to indicate if the vendor is authorized to bid on your company projects (if you are importing at the Company level) or the specific project (if you are importing at the Project level).
      • union_member
        Enter yes or no to indicate if the vendor is a member of a union. 
      • bidding_mbe_sbe
        Enter 'yes' to denote that the company is certified by the U.S. Small Business Administration as a Small Business Enterprise. Enter 'no' to indicate the company is not certified as a small business. Procore interprets a blank value as a 'no' entry. 
      • non_union_prevailing_wage
        Enter 'yes' to denote that the company is subject to general prevailing wage determinations. Enter 'no' to indicate the company is not subject to these determinations.
      • bidding_mbe_aabe
        Enter '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). Enter 'no' to denote that the company is not certified. Procore interprets a blank value as a 'no' entry. 
      • bidding_mbe_abe
        Enter '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). Enter 'no' to denote that the company is not certified. Procore interprets a blank value as a 'no' entry.


         
      • bidding_mbe_hbe
        Enter '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). Enter 'no' to denote that the company is not certified. Procore interprets a blank value as a 'no' entry. 
      • bidding_mbe_nabe
        Enter '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). Enter 'no' to denote that the company is not certified. Procore interprets a blank value as a 'no' entry. 
      • bidding_mbe_wbe
        Enter '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). Enter 'no' to denote that the company is not certified. Procore interprets a blank value as a 'no' entry. 
      • bidding_mbe_dbe
        Enter '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). Enter 'no' to denote that the company is not certified. Procore interprets a blank value as a 'no' entry. 
      • bidding_mbe_hub
        Enter '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). Enter 'no' to denote that the company is not certified. Procore interprets a blank value as a 'no' entry. 


         
      • bidding_mbe_mbe
        Enter 'yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business Enterprise. Enter 'no' to denote that the company is not certified. Procore interprets a blank value as a 'no' entry. 
      • bidding_mbe_sdvosb
        Enter '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). Enter 'no' to denote that the company is not certified. Procore interprets a blank value as a 'no' entry. 
      • bidding_mbe_8a
        Enter '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). Enter 'no' to denote that the company is not certified. Procore interprets a blank value as a 'no' entry. 
      • bidding_affirmative_action.
        Enter 'yes' to denote that the company is subject to affirmative action when bidding. Enter 'no' to indicate the vendor is not subject to affirmative action.  Procore interprets a blank value as a 'no' entry. 
      • bidding_cbe
        Enter 'yes' to denote that the company registered with the Department of Small and Local Business Development’s (DSLBD’s) Certified Business Enterprise (CBE) Program. Enter 'no' to indicate the company is not a district-based (i.e., Washington D.C.) business.
      • prequalified
        Enter 'yes' if the contractor is on the relevant Prequalified Contractors Listing for the state in which it will be doing business. Enter 'no' if the contractor is not on the listing. Procore interprets a blank value as a 'no' entry. 


         
      • license_number
        Enter the company's state contractors license. 
      • 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).

  • tags_keywords
    Enter any keyword tags for the vendor here. You can enter up to 255 characters in this field. 
  • Standard Cost Code List
    If your company is using a standard cost code list, type in 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.
    Important!
     The company's or project's cost codes must be added, imported, or synced with Procore before the vendor import.
  • timberline_vendor_id
    This is a column used by a legacy integration for Sage Timberline. This column is NOT related to the current Sage 300 CRE (STO) Integration.
    Tip! Most Procore customers will leave this column blank. 


     
  1. Save the completed vendor import template in the XLSX format. 
  2. Email the request for a vendor import to: support@procore.com and add the Excel file as an attachment. 
  3. After your Procore point of contact notifies you that the import is complete, continue with Validate the Vendor Import

Validate the Vendor Import

  1. Navigate to the Directory tool. 
  2. In the 'Views' menu in right pane, click People and Companies
  3. In the 'Show Record Type' area, mark the Companies checkbox and remove the checkmark from the People and Distribution Groups box.  
  4. In the page that appears, validate that your vendor records have been imported properly

 

 

 

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Last modified
12:25, 13 Feb 2017

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