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Import Commitment SOV Line Items from a CSV File

Objective

To import the Schedule of Values (SOV) line items for a purchase order or subcontract using a Comma Separated Values (CSV) file. 

Background

To save time from manually adding line items to a purchase order's or subcontract's SOV, you can download a CSV file from your project, add your line items to that file, and then import it into Procore. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Commitments tool. 
      OR
    • 'Read Only' or 'Standard' level permissions on the project's Commitments tool with the 'Update Purchase Order' and ''Update Work Order Contract' granular permissions enabled on your permission template.
  • For companies using the icon-erp-synced2.png ERP Integrations tool: Show/Hide  

Prerequisites

Steps

Download the Schedule of Values CSV Template

Depending on the current Commitments tool experience in your environment, choose the appropriate steps below:

NEW LEGACY

SOV Import Window on the Legacy Commitments Experience

NEW BETA 

SOV Import Window on the Beta Commitments Experience

  1. Navigate to the project's Commitments tool. 
  2. Under the Contracts tab, click the Number link for the commitment to open. 
  3. Click the Schedule of Values tab. 
  4. Scroll to the bottom of the page and click Import SOV from CSV
  5. In the 'Import Schedule of Values from CSV' window, click Download CSV Template and choose one (1) of these links:
    import-sov-from-csv.png
    • Blank Template. Downloads a blank file named Subcontract SOV Template.csv or Purchase Order SOV Template.csv to your computer. 
    • Template with Existing Line Items.  Downloads a file named Subcontract SOV Template.csv or Purchase Order SOV Template.csv that contains the existing SOV line items to your computer. 
  6. After Procore downloads the selected template to your browser's download location, click Cancel to close the 'Import Schedule of Values from CSV' window. 
  1. Navigate to the project's Commitments tool. 
  2. Under the General tab, click the Schedule of Values link (or scroll down to the Schedule of Values section). 
  3. Below the 'Schedule of Values' table, click Import SOV from CSV
  4. In the 'Import Schedule of Values from CSV' window, click Download CSV Template and choose one (1) of these links:
    import-sov-from-csv.png
    • Blank Template. Downloads a blank file named Subcontract SOV Template.csv or Purchase Order SOV Template.csv to your computer. 
    • Template with Existing Line Items.  Downloads a file named Subcontract SOV Template.csv or Purchase Order SOV Template.csv that contains the existing SOV line items to your computer. 
  5. After Procore downloads the selected template to your browser's download location, click Cancel to close the 'Import Schedule of Values from CSV' window. 

 After completing the steps above, continue with Add SOV Line Items to the CSV Template

Add SOV Line Items to the CSV Template

  1. Open the CSV template that you downloaded. 
  2. Identify which accounting method the purchase order or subcontract is using. See How do I set the accounting method for a contract or funding?
  3. Follow one of these steps to add line items to CSV file:

Amount-Based Accounting Method

When a contract is using the amount based accounting method (see How do I set the accounting method for a contract or funding?), enter line items in the downloaded template file as follows:

  • Sub Job Code
    If sub jobs are enabled on your project, enter the sub job code. This column only appears when sub jobs are enabled. 
     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'. For example, 01-100 - Summary.
  • Cost Code Number
    The cost code number in the following format: 'Division-Code'. For example, 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, enter one of those abbreviations here. See Add Company Cost Types.
    • 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. Do NOT enter commas and or the dollar ($) symbol. 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. 
    NoteBlank lines still count as lines in the import process, so be sure to delete them from the end of the CSV file before importing. 

Unit/Quantity Based Accounting Method

When a contract is using the unit/quantity-based accounting method (see How do I set the accounting method for a contract or funding?), enter line items in the downloaded template file as follows:

  • Sub Job Code
    If sub jobs are enabled on your project, enter the sub job code. This column only appears when sub jobs are enabled. 
     Notes
  • Subtotal Override
    To override the automatic calculation of the subtotal, enter a value here. If you enter a value here, always leave the Automatic Calculation fields ('Quantity', 'Unit Description', and 'Unit Price') blank. Do NOT complete both.
    OR
  • Automatic Calculation
    To use Procore's automatic calculation feature, enter a value in these fields. Do NOT complete the fields if you entered a value in the 'Subtotal Override' field. 
     Note
  • Optional: Description
    Enter a detailed description of the line item.
  • Cost Code Number
    Enter a cost code number in the following format: 'Division-Code'. For example 01-100.
  • Cost Code Name
    Enter a detailed name of the cost code number in the following format: 'Division-Code - Title'. For example 01-100 - Summary.
  • Budget Line Item
    Enter a budget line item from the prime contract's 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.

Import the Completed CSV Template to Procore

Depending on the current Commitments tool experience in your environment, choose the appropriate steps below:

NEW LEGACY 

SOV Import Window on the Legacy Commitments Experience

NEW BETA 

SOV Import Window on the Beta Commitments Experience

  1. Navigate to the project's Commitments tool. 
  2. Under the Contracts tab, click the Number link for the commitment to open. 
  3. Click the Schedule of Values tab. 
  4. Scroll to the bottom of the page and click Import SOV from CSV
  5. In the 'Import Schedule of Values from CSV' window, click the Upload File button. Then upload the completed template from your computer. 
  6. Choose one of these option buttons:
    csv-file-added-to-importer.png
    • Add Additional Line Items. Select this option to add the rows from your completed template as new line items on the schedule of values. 
    • Replace Existing Line Items. Select this option to delete the existing line items from the schedule of values and replace it with the rows in your completed template. 
  7. Click Import.
     Notes
  8. Wait a few seconds. Click the Schedule of Values tab to refresh its contents.
  9. Check the schedule of values and verify that all of the rows from your template appear as expected. Note: To update the imported line items, simply edit the line items inline.
  10. Choose from these options:
    • Click Save. This saves your updates. 
      OR
    • Click Save & Email. This saves your updates and sends a copy of the commitment to email recipients you designate. 
  1. Navigate to the project's Commitments tool. 
  2. Under the General tab, click the Schedule of Values link (or scroll down to the Schedule of Values section). 
  3. Below the 'Schedule of Values' table, click Import SOV from CSV
  4. In the 'Import Schedule of Values from CSV' window, click the Upload File button. Then upload the completed template from your computer. 
  5. Choose one of these option buttons:
    csv-file-added-to-importer.png
    • Add Additional Line Items. Select this option to add the rows from your completed template as new line items on the schedule of values. 
    • Replace Existing Line Items. Select this option to delete the existing line items from the schedule of values and replace it with the rows in your completed template. 
  6. Click Import.
     Notes
  7. Wait a few seconds. Click the Schedule of Values tab to refresh its contents.
  8. Check the schedule of values and verify that all of the rows from your template appear as expected. Note: To update the imported line items, simply edit the line items inline.
  9. Choose from these options:
    • Click Save. This saves your updates. 
      OR
    • Click Save & Email. This saves your updates and sends a copy of the commitment to email recipients you designate. 

 

 

If you would like to learn more about Procore's commitments software and how it can help your business, please visit our construction financials tool product page icon-external-link.png.