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Procore

Import a Budget

Objective

To import a project's budget into Procore. 

Things to Consider

  • Required User Permission:
    • 'Admin' level permission on project's Budget tool.
      OR
      'Read-Only' or 'Standard' permissions on the project's Budget tool AND the user must be granted the 'Create and Edit Original Budget Amount' granular permission, as well as the "Import Budget From File" granular permission.
    • A user with 'Read-Only' or 'Standard' permissions who only has the "Import Budget From File" granular permission will be able to view the Import Budget dialog box, but cannot alter the budget.
    • A user with 'Read-Only' or 'Standard' permissions who only has the "Create and Edit Original Budget Amount" granular permission will not be able to see the Import Budget dialog box, but they can edit the budget manually.
    • For more information about granular permissions, see "Grant Granular Permissions in a Permission Template" in the See Also section below.
  • Supported Import File Type:
    • XLSX
  • Prerequisites:
    • The Budget tool must be unlocked. See "Unlock a Budget" in the See Also section below. 
      Notes:
      • If you want to add additional budget items after locking your budget, you must use the Create Budget Line Item option. See "Create a Budget Line Item" in the See Also section below.
  • Additional Information:
    • You can only add multiple items with the same cost code if each item has a different cost type. Example:
      • 02-300 - Earthwork, M, $30,000
      • 02-300 - Earthwork, L, $10,500
      • It is recommended that you only import your budget once. However, if you choose to import a newer version of the budget, any new items will be added to the list and changes to "Original Budget" values (of existing items) will be overwritten with the most recent value.
      • If you need assistance with the import process, email imports@procore.com.
  • Limitations:
    • If you export a budget into a CSV file, you cannot make changes to it outside of Procore (e.g., in Microsoft Excel) and then re-import the revised version using the Import button. (An exported CSV contains additional columns of information that are not supported by the Import feature). CSV files cannot be imported by this tool.

Steps

  1. Navigate to the project's Budget tool.

  2. If the project's budget is locked, see "Unlock a Budget" in the See Also section below.

  3. Under Import Budget, click Download Excel Template

    import-budget-excel.png

    The system downloads a copy of the budget.xlsx file to the download location for your web browser. 
    Important! You must always add your project's budget into the provided template file. For compatibility reasons, it's strongly recommended that you only use the provided template (budget.xlsx) for importing your budget data.

  4. Before updating the template file, be aware of the following:

    Important!

    • DO NOT rename any column headings in the file.

    • DO NOT add, remove, or change the order of the columns in the file.

    • If you will be importing Cost Codes and Cost Types, they must match the ones defined in the Project level Admin tool. See "Add and Edit Project Cost Codes", "Set Default Cost Types", and "Why do I need a Cost Code and Cost Type combination on line items?" in the See Also section below.

    • If you complete the template file manually, you do NOT need to delete any unused data rows.

    • It is not necessary to delete unneeded line items where the Cost Type and Budget Amount fields are blank; if you leave these lines in the template, Procore will neither import data nor create items in your budget for these rows.

  5. Populate the template file with the following budget data:

    budget-csv-example.png
     

    • Cost Code. Enter the cost code number in the following format: 'Division-Code' (e.g., 02-200).

    • Description. Enter the cost code description (e.g., Site Preparation, Site Demolition, etc.).

    • Cost Type. Enter cost type abbreviation (e.g., L=Labor, E=Equipment, M=Materials, etc.).You must use one of the supported abbreviations from the list that's defined for your company in the company's Admin tool. See "Set Default Cost Types" and "What are Procore's default cost types?" in the See Also section below

    • Budget Amount Enter a numeric value. The use of commas and/or the dollar symbol ($) are NOT required.

  6. Save your changes to the file.
    Important! Always save the file in the Excel Workbook (.xlsx) file format. 

  7. Navigate back to your project's Budget tool.

  8. In the Import Budget area, click Choose File

  9. In the window that appears, select your file. Then click Open

  10. When the file name appears next to the 'Choose File' button, click Import.

    import-budget-excel-2.png

  11. Check the import and verify that all items of your budget were properly imported.
  12. (Optional) Add additional budget line items, as necessary.
  13. Once you are satisfied with your budget, click the Lock Budget button to lock down your budget. (Important! Once a budget is locked, you can no longer change any "Original Budget" amounts.)

    NOTE: When the Budget tab is active, the reports tab will appear differently
    -  The project will no longer have the Budget Forecast Report or Budget Summary Report
    + The project will gain the Budget Modifications Report and the Budget Detail Report

See Also

If you would like to learn more about Procore’s budget management software and how it can help your business, please visit our construction budgeting software product page here.

 

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