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 Contracts tool.
Background
Things to Consider
- Required User Permissions:
- 'Admin' level permissions on the Prime Contracts tool.
- 'Admin' level permissions on the Prime Contracts tool.
- Limitations:
- The import process only supports the CSV file format.
- 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 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
- 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.
Prerequisites
- The prime contract must be in the Draft status. See Create Prime Contracts.
Steps
- Navigate to a project's Prime Contracts tool.
- Locate the prime contract to update. Then click its Number link.
- Click Schedule of Values.
- Optional: Under Import Schedule of Values from CSV, download one of the template options:
- Blank Template
To download a blank template, click the Blank Template link.
OR - One Showing Existing Line Items
To download a template that includes any existing SOV line items, click the One Showing Existing Line Items link.
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.
- Blank Template
- 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.
- Complete the data entry as follows:
- Cost Code Name
The detailed name of the cost code number in the following format:
'Division-Code - Title' (for example, 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. - Cost Code Number
The cost code number in the following format:
'Division-Code' (for example, 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. - Description
(Optional) A more detailed description of the line item. - Line Item Type
(Optional) The cost type associated with your cost code (for example Labour, Materials and so on). See Default Cost Type List.Notes
- You can modify the default cost types and add their 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 Procore's default Cost Types.
- If you leave a cell in the Type column blank (as pictured above), Procore assigns the type as Other by default.
- If you input an invalid entry in a cell in the Type column, Procore also lists type as Other by default.
- The import process is case-sensitive.
- Amount
Enter a numeric value or the contract amount.Notes
- The use of commas and/or the dollar symbol ($) is 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.
- Blank lines still count as lines in the import process, so be sure to delete them from the end of the SOV file before importing.
- Cost Code Name
- 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
- Select the modified CSV file.
- Click Import.
- Wait a few seconds and then click the Schedule of Values tab and verify that the SOV was imported as expected.
- 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 the contract amount
- 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.