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Import Commitment SOV Line Items from a CSV File

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Objective

To import line items for a commitment's Schedule of Values (SOV) from a Comma Separated Values (CSV) file. 

Background

A Commitment CSV is a Comma Separated Values (CSV) template that you can download to your computer from the Commitments tool. You can then update the template with the line items that you want to import to a purchase order's or subcontract's SOV. This often saves project users from having to manually add lines to the SOV. 

Things to Consider

  • Required User Permissions:
    • 'Admin' permission on the project's Commitments tool.
  • Requirements:
     Important

    Do NOT add or move data columns in the template. Doing so will cause the import process to fail. 

    • The commitment must be in the Draft status.
    • The import process only supports Comma Separated Values (CSV) files. 
    • Procore will NOT import line items when data entry is missing from these fields:
      • Cost Code Name. This must exactly match the cost code name in the Project Admin tool. 
      • Cost Code Number. This must exactly match the cost code number in the Project Admin tool. 
      • Line Item Type. 
      • Amount or Quantity/Description/Unit Price. This field must have a value entered. The fields that you complete depend on your accounting method. See How do I set the accounting method for a commitment or prime contract?
  • Limitations
    • 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 code, cost type, and sub job combination for your line items directly into the import template. 
  • Additional Information:
    • You can add multiple line items with the same cost codes, even if they have the same category. In the example below, two separate line items are created.
      • 02-300 - Earthwork, M, 30,000.
      • 02-300 - Earthwork, M, 60,500
    • If you have enabled the sub jobs feature (see Enable Sub Jobs and Add a Sub Job to a Procore Project), you can add sub job to the commitment.
    • Line Item Types/Categories can be found by navigating to the Company Admin tool on the Contract Configuration page. 
    • If you want to manually add items to the SOV, see Add a Line Item to a Schedule of Values.
  • If the ERP Integrations tool is enabled:
    • QuickBooks®. The steps below are supported. 
    • Sage 100 Contractor®. The steps below are supported. 
    • Sage 300 CRE®. The steps below are supported. 
    • Integration by Procore: Viewpoint® Spectrum®. The steps below are supported.
    • Integration by Ryvit: Viewpoint® Vista™ This integration does NOT support importing a commitments CSV. For details on other options, see Viewpoint Vista Connector: User Guide.

Steps

Download the Schedule of Values CSV Template

  1. Navigate to the project's Commitments tool.
  2. Click Commitments List.
  3. Under Committed - Summary, click Edit. 
  4. Click Schedule of Values.
  5. Click Edit.
  6. Under Import Schedule of Values from CSV, do the following:

    import-schedule-of-values.png
    • A Blank Template. Click this link to download a blank CSV template (csv_import.csv) to your computer. 
    • One Showing Existing Line Items. Click this link to download a CSV template (csv_import.csv) that includes data for any existing line items on the SOV to your computer.

Add SOV Line Items to the CSV Template

Next, begin adding your SOV line items. As detailed below, your data entry requirements are slightly different for depending upon the accounting method being used. See How do I determine my accounting method?

If the commitment is using 'unit/quantity based' accounting

Complete the following data entry for line items on commitments that use the Unit/Quantity Based accounting method.

  • Sub Job Code
    If sub jobs are enabled on your project, enter the sub job code.
    Notes: 
  • Subtotal Override
    To override the automatic calculation of the subtotal, enter a value here.
    Note: If you enter a value in Subtotal Override, always leave the Quantity, Unit Description, and Unit Price fields blank. Do NOT complete both.
  • Quantity
    Enter in a numeric value representing the quantity of the unit.
    Note: Do NOT complete this field if you entered a Subtotal Override value. 
  • Unit Description
    Enter in a description of the unit.
    Note: Do NOT complete this field if you entered a Subtotal Override value. 
  • Unit Price
    Enter in the price per unit. 
    Note: Do NOT complete this field if you entered a Subtotal Override value. 
  • Line Item Type
    Enter the appropriate cost type abbreviation for the cost code.
    Notes:
    • If your company is using Procore's default cost types and abbreviations, see What are Procore's default cost types? for a list of abbreviations.
    • If you do NOT enter a valid abbreviation, the system will automatically classify the entry under 'Other'. 
    • If your company's Procore Administrator has created a list of custom cost types (see Set Default Cost Types), enter one of those abbreviations here. 
    • If your project is NOT being synced with an integrated ERP system, this entry is optional. 
    • If your project is being synced with an integrated ERP system that supports the 'Cost Type' concept, this entry is required.  See Which integrated ERP systems support the 'Cost Type' concept?.
  • Description
    (Optional) Enter more detailed description of the line item.
  • Cost Code Number
    Enter a cost code number in the following format: 'Division-Code' (e.g. 01-100)
  • Cost Code Name
    Enter a detailed name of the cost code number in the following format: 'Division-Code - Title' (e.g. 01-100 - Summary)
  • Budget Line Item
    Enter a budget line item number from the Prime Contract SOV. It is not necessary to fill this out, since Procore will tie all Cost Code/Category Combinations together automatically and place them on the Budget tool.
If the commitment is using 'amount based' accounting
  • Sub Job Code
    If sub jobs are enabled on your project, enter the sub job code.
    Notes: 
  • Budget Line Item
    The budget line item number from the Prime Contract SOV. It is not necessary to fill this out, since Procore will tie all Cost Code/Category Combinations together automatically and place them on the Budget tool.
  • Cost Code Name
    The detailed name of the cost code number in the following format: 'Division-Code - Title' (e.g. 01-100 - Summary)
  • Cost Code Number
    The cost code number in the following format: 'Division-Code' (e.g. 01-100)
  • Description
    (Optional) A more detailed description of the line item.
  • Line Item Type
    Enter the appropriate cost type abbreviation for the cost code.
    Notes:
    • If your company is using Procore's default cost types and abbreviations, see What are Procore's default cost types? for a list of abbreviations.
    • If you do NOT enter a valid abbreviation, the system will automatically classify the entry under 'Other'. 
    • If your company's Procore Administrator has created a list of custom cost types (see Set Default Cost Types), enter one of those abbreviations here. 
    • If your project is NOT being synced with an integrated ERP system, this entry is optional. 
    • If your project is being synced with an integrated ERP system that supports the 'Cost Type' concept, this entry is required. See Which integrated ERP systems support the 'Cost Type' concept?.
  • Amount
    Enter a numeric value or the commitment amount. (The use of commas and/or the dollar symbol ($) are not required.) For example, '15000' is the correct syntax. If there is no dollar amount to enter, be sure to enter 0.00 (the import will not accept a blank cell).  
    Note: Blank lines still count as lines in the import process, so be sure to delete them from the end of the CSV file before importing. 

Update the Completed CSV Template to Procore

  1. Specify the type of import/upload action to perform.
    • Delete existing line items, and add CSV as new items
    • Keep existing line items, and add CSV as new items
  2. Select the modified CSV file.
  3. Click Import. If the combination of the sub job, cost code, and cost type are non-budgeted for a line item, this line item will be added directly to the Budget with a "?" next to the line item. See Add a Partial Budget Line Item.
  4. Wait a few seconds. Click the Schedule of Values tab to refresh its contents.
  5. Check the import and verify that all items of your commitment were properly imported.
  6. If you need to make further changes to the SOV, click Edit.
    • Add additional line items manually. 
    • Delete line items.
    • Update the cost code number.
    • Edit a line item's description, type, or commitment amount.
  7. Choose from these options:
    • Click Save. This saves your updates. 
      OR
    • Click Save and Email. This saves your updates and sends a copy of the commitment to email recipients you designate. 

See Also

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  1. Article type
    Tutorial
    Language
    English-US
    Stage
    Published
  2. Tags
    1. commitments
    2. tutorial