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Import a Prime Contract SOV from a CSV File

Objective

To update a prime contract's Schedule of Values (SOV) by uploading a Comma Separated Values (CSV) file to the Prime Contract tool.

Background

In the construction industry, a schedule of values is a list of line items that details all of the agreed upon costs (e.g., labor, materials, and so on) on a project. Abbreviated as SOV, it itemizes the contract amount into individual pay items to show how the entire contract sum is allocated to all of the project's work. An SOV is also based on the project's approved budget and commonly used to determine progress payments to contractor(s).

Things to Consider

  • Required User Permissions:
    • 'Admin' permission on the Prime Contract tool.
  • Requirements:
    • The Prime Contract must be in the Draft status.
    • The import process only supports the CSV file format.
  • Additional Information:
    • You can add multiple items with the same cost code, even if it has the same category. In the example below, two separate line items are created.
      • 02-300 - Earthwork, M, $30,000
      • 02-300 - Earthwork, M, $10,500

Steps

  1. Navigate to a project's Prime Contract tool.
  2. Locate the prime contract where you want to import the SOV. 
  3. Click Edit
  4. Click Schedule of Values.
  5. Click Edit.
  6. If the Please Confirm message appears, review the contents of the message. If you want to move forward, click OK
  7. (Optional) Under Import Schedule of Values from CSV, download one of the blank template options:
    • Blank Template
      To download a blank template, click A Blank Template
      OR
    • Template with Existing Line Items
      To download a template that includes any existing SOV line items, click One Showing Existing Line Items
      This downloads a template named 'csv_import.csv' to the location on your computer specified in your web browser's settings. 
      Notes:
      • Using your own template or modifying a file to match a template can result in an incompatible format which can lead to import failure and/or import errors.
      • After completing your SOV data entry in a template, continue with the import process.
      • While using a Procore template is marked (Optional), we recommend that you always download one of these templates to complete your SOV data entry. 
      • 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" in the See Also section below.
  8. Update the template with your SOV line items. 
    Notes:
    • Do NOT add, rearrange, remove, or rename any of the columns or column headings in the template. 
    • To complete the import successfully, your data needs to be entered using the exact structure specified in the template.  
    • The cost code and cost type entries must exactly match the codes and types defined under Cost Codes in the project's Admin tool. See Add and Edit Project Cost Codes.

      Prime Contract example import csv.png

       
  9. Complete the data entry as follows:
    1. Cost Code Name
      The detailed name of the cost code number in the following format:
      'Division-Code - Title' (e.g. 01-100 - Summary)
      Note: if you do not want to use a cost code, you must enter "None" in the Cost Code Name and Cost Code Number fields. 
    2. Cost Code Number
      The cost code number in the following format:
      'Division-Code' (e.g. 01-100)
      Note: if you do not want to use a cost code, you must enter "None" in the Cost Code Name and Cost Code Number fields. 
    3. Description
      (Optional) A more detailed description of the line item.
    4. Line Item Type
      (Optional) The cost type associated with your cost code (e.g., Labor, Materials, etc.). See Default Cost Type List.
      Notes:
      • You can modify the default cost types and add its own definitions to the list.
      • It is important that your data entries match your company's cost type list. For example, if the category type is Materials, use M and not m, materials, or Materials. Below are the Procore's default Cost Types. Invalid entries are listed as Other in the Type column. 
      • The import process is case-sensitive. 
    5. Amount: Enter a numeric value or the contract amount. (The use of commas and/or the dollar symbol ($) are not required.) For example, '15000' is 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 SOV file before importing. 
  10. 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
  11. Select the modified CSV file.
  12. Click Import.
  13. Wait a few seconds, and then click the Schedule of Values tab.
  14. Verify that the SOV was imported as expected. 

    Prime contract example import verify.png
     
  15. If you need to make further changes to the SOV, click Edit.
    • Manually add additional line items
    • Delete a line item
    • Change the selected cost code number
    • Edit a line item's description, type, and contract amount
  16. Click Save.
    OR
    Click Save and Email if you want to save your changes, as well as forward a copy of the Prime Contract using Procore's built-in email feature. You'll also be able to specify recipients and include a brief message about the Prime Contract.)
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