Import data from Microsoft Excel

You can use the ProContractor import templates to import files for the following import types from Microsoft Excel:

  • Equipment

  • Stock Receipts

  • Work in Progress

An import template for each import is installed along with ProContractor in the following location:

C:\Program Files\Maxwell Systems\ProContractorMX\Import Templates

Note:
  • In order to import data from Microsoft Excel, the file that contains the data to be imported cannot be open in Excel.
  • The import data must be in a ProContractor import template on a worksheet named Sheet1.
  1. Open the Import Data screen.
  2. Note the active company. If you want to change it, click in the header and select the appropriate company.
  3. In the Import From field for each import type you want to import, click and select Excel.
    Note: If the import type is Equipment or Stock Receipts, Excel is the only option in this field and is selected by default.
  4. In the File Location field, click and browse to the XLS or XLSX file that contains the data you want to import.
  5. Select the file and click OK.
  6. If you are importing employee time cards or stock receipts, do one of the following in the Posting Group field:

    • Enter the code of the posting group for the imported employee time cards or for the stock receipts.

    • Click to select the posting group for the imported employee time cards or for the stock receipts from a lookup list.

  7. Repeat steps 3 - 6 for each import type you want to import.
  8. Click Get External Data.
    Note: If an import type already has external data associated with it, ProContractor doesn't retrieve any new data for that import type. Click Clear at any time to clear the data for an import type so that you can retrieve external data again.
  9. Review the records on the tab for each import type as described in the Import Data Screen Field Reference topic.
  10. Edit the data to address invalid records.
    You can edit the data manually or use the data manipulation functions to transform the data in an entire column.

    You can use the following data manipulation functions:

    • Replace Field: You can replace the text in a column.

    • Conditional Replace Field: You can replace the text in a column based on the logical test.

    • Paste: You can paste a specified value or column in a column. This is useful if you want to restore the original external data to a column (by pasting a raw data column to a changed column).

    • Sequential Numbering: You can insert sequential numbers in a column based on a specified starting value and increment.

    • Concatenate: You can concatenate (join) up to five columns and values in a single column.

    • Formulas: Advanced users can use the robust set of tools to create formulas that you can run against the data in a column.

      Tip: As you edit the data, you can save your edits without importing. Click Save at any time to save the edited data, which will be recalled automatically when you open the Import Data screen again. Once you have saved external data, you can click Clear at any time to clear the save external data for an import type.
  11. On the General tab, click the Ready for Import checkbox for one or more import types that contain valid records.
  12. Click Import to import valid records for all import types that are specified as ready.
  13. To view display only fields after importing, select the Show Display-Only Fields checkbox on the appropriate import tab.
  14. To view the raw data from the external file for any field, select the Show Raw Data checkbox on the appropriate import tab.
Tip: If you are importing employee time card data, you must recalculate taxes and deductions for the posting group on the Calculate Taxes and Deductions screen after importing.
Note: A record will fail validation if there are any duplicate values in more than one header name field (either in existing data or in data to be imported). For example, in ProContractor, each vendor name should be unique, each customer name should be unique, and so on. If you want to ignore this rule for a record, select the Allow Dup. Name checkbox.