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Procore

Import a Budget

Objective

To import a project's budget into Procore. 

Things to Consider

  • Required User Permission:
    • 'Admin' permission on the project's Budget tool.
      OR
    • 'Read Only' or 'Standard' permissions on the project's Budget tool with the 'Import Budget From File' and 'Create and Edit Original Budget Amount' granular permissions enabled on your permission template.
      Notes
      • 'Read Only' or 'Standard' users who only have been granted the 'Import Budget From File' granular permission can view the Import Budget dialog box. However, they cannot modify the budget.
      • 'Read Only' or 'Standard' users who have only been granted the 'Create and Edit Original Budget Amount' granular permission do not have permission to view the Import Budget dialog box. However, they do have permission to manually edit the budget.
  • Supported Import File Type:
    • XLSX
  • Prerequisites:
  • Additional Information:
    • To import multiple line items with the same cost code, each item MUST have a different cost type assignment. For example:
      • 02-300 - Earthwork, M, $30,000
      • 02-300 - Earthwork, L, $10,500
  • Limitations:
    • Exported Procore Budget files are NOT supported. CSV and PDF export files contain additional data columns and cannot be used to reimport a budget.
    • Budget Codes
      • The import template and process does NOT support budget codes (see What is a budget code?). Instead, you must enter the appropriate cost codecost type, and sub job combination for your line items directly into the import template. 
 Tip

To avoided overwriting the values in a project's budget, Procore recommends importing your budget once. If you want to import a new version of your budget, you may. However, its important to keep these points in mind:

  • Any line items added to your original import will be added. 
  • All changes to the 'Original Budget' values on existing line items are overwritten.
  • If you want to preserve 'Original Budget' values, make sure the values in the updated import file match the original import file before importing it into Procore. 

For assistance with an import, email: support@procore.com

Steps

  1. Navigate to the project's Budget tool.
  2. If the budget is locked, you must unlock it. See Unlock a Budget and Unlock a Budget with Budget Modifications.
  3. Under Import Budget, click Download Excel Template
     Notes
    • The system downloads a copy of the budget.xlsx file to your web browser's specified download location. 
    • 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. The columns in the budget import template do NOT match the columns in the budget export file generated with the Export > CSV or Export > PDF menu options. It is important to note that budget export files cannot be imported into the Budget tool. 
  4. Before proceeding with the import, review this important warning:
     Warning

    The budget import template that you downloaded must be used for the import. In addition, the column layout and headings in the template are required:

    • DO NOT rename any column headings in the template.
    • DO NOT add, remove, or change the order of the data columns in the template.
    • If you require a unit of measure that is NOT included in the template's UOM drop-down list, contact your company's Procore Administrator who has the appropriate permissions to add units of measure to the UOM Master List. See Update a Unit of Measure on the Unit of Measure Master List.
    • If you plan to import budget line items with cost codes, the codes must exactly match the cost codes in the project's Admin tool (see Add and Edit Project Cost Codes). Your also need to Set Default Cost Types and ensure each cost code is associated with at least one cost type. See Assign Default Cost Types To Cost Codes. This ensures you can create budget codes when adding line items. See What is a budget code?
    • 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:

    • 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?

  6. Update the unit-based details in the template (for details see How do I add unit-based line item details in the budget import template?):

    uom-drop-down.png

    • Manual Calculation. Enter true or false:

      • Enter true if you want to manually enter the Budget Amount, which overrides the system's automatic calculation.

      • Enter false if you want the system to automatically calculate the Budget Amount amount based on your Unit QuantityUOM, and Unit Cost entries. 

    • Unit Qty. Enter a numeric value in this box to indicate the number of units that correspond to the unit of measurement that you specify.
    • Unit of Measure (UOM). Select the correct unit of measurement for each line item using the drop-down list in the template. These selections match your company's UOM Master List. For a unit to be available in the drop-down list, your Procore Administrator must update the UOM Master List before you download a copy of the template. For more information, see Which units of measure (UOM) are included on Procore's master list? and Update a Unit of Measure on the Unit of Measure Master List.
    • Unit Cost. Enter the monetary cost in this box to indicate the cost per unit of measurement.
    • Original Budget. Enter the total amount for the new line item. Do not enter commas and/or currency symbols in this field.
  7. Save your changes to the file.
    Important! Always save the file in the Excel Workbook (.xlsx) file format. 

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

  9. In the Import Budget area, click Choose File

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

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

    import-budget-excel-2.png

  12. Check the import and verify that all items of your budget were properly imported.
  13. (Optional) Add additional budget line items, as necessary.
  14. 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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