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Import Commitment SOV Line Items from a CSV File

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 In Beta - Early Access DESIGN

The information on this page has been updated for the early access design release of the new Contracts table in the project's Commitments tool. To learn more about the early access design and its features, see Project Financials: New Contracts List in Commitments & Prime Contracts.

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' level permissions on the project's Commitments tool.
  • Requirements:
  • Limitations:
    • Do NOT add or move data columns in the template. Doing so will cause the import process to fail. 
    • 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. Your data entry requirements depend on the accounting method. See How do I set the accounting method for a contract?
    • 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 a 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.
  • For companies using the ERP Integrations tool:
    • 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.

Prerequisites

  • The purchase order or commitment must be in the Draft status.

Steps

Download the Schedule of Values CSV Template

  1. Navigate to the project's Commitments tool.
  2. Beta Under the Contracts tab, locate the purchase order or subcontract. Then click Edit.
  3. Click the Schedule of Values tab.
  4. Scroll to the Import Schedule of Values from CSV section. 
  5. Click one of the optional download links:
    • A Blank Template. Downloads a blank file named csv_import.csv to your computer. 
    • One Showing Existing Line Items. Downloads a file named csv_import.csv that contains the existing SOV line items to your computer. 
      import-sov-from-csv-download.png
  6. Continue with the next step. 

Add SOV Line Items to the CSV Template

  1. Open the csv_import.csv file that you downloaded. 
  2. Identify which accounting method the commitment is using.
     Notes
    • To determine the accounting method of the commitment, open that commitment and click the Advanced Settings tab and look under the Schedule of Values tab to determine the accounting method on the commitment. 
    • A user with 'Admin' permission on the Commitments tool has the ability to configure a separate default contract setting on purchase orders and subcontractors. See Configure Settings: Commitments.  The accounting method can also be set for individual commitments. See Edit the Advanced Settings on a Commitment. 
    • The 'Default Contract Setting' on the Commitments tools determines the SOV data columns that are included in the downloaded CSV template and the commitment. To learn more, see How do I set the accounting method for a commitment or prime contract?
  3. Follow the appropriate steps to add line items to the csv_import.csv file:

Amount-Based Accounting Method

When a commitment is using the amount based accounting method (see How do I set the accounting method for a commitment or prime contract?), enter line items in the csv_import.csv 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 (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. 

Unit/Quantity Based Accounting Method

When a commitment is using the unit/quantity-based accounting method (see How do I set the accounting method for a commitment or prime contract?), enter line items in the csv_import.csv 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.
    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 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 a description of the unit.
    Note: Do NOT complete this field if you entered a 'Subtotal Override' value. 
  • Unit Price
    Enter 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?
  • 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 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.

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 the 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. 

 

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 here.