Chart of Accounts Import Template Field Reference

This field reference lists the fields in all worksheets of the Chart of Accounts Import Template. You can see whether or not each field is required and a description of valid values or other pertinent information.
Tip: While preparing your data for import, you may also find it helpful to review Chart of Accounts.
FieldRequired?Description
External IDNoEnter the unique identifier for the record from your original system.
Note: If you don't provide an external ID, ProContractor assigns an identifier. However, Viewpoint recommends that you provide an external ID value for each external data record. ProContractor uses the external ID to map links between imported records.

For example, a project is associated with a customer. When you import your external project data, each project may contain a link to a customer using the customer number from your original system. If you used that original customer number as the external ID in the customer external data, the link between the customer and the project will be maintained once you import both sets of data into ProContractor.

CompanyYesEnter the code of the company for the account.
Note: You can import data only for companies to which you have full access in ProContractor.
AccountYesEnter a code of up to 8 alphanumeric characters to identify the account.
Account NameYesEnter the name of the account. The name can contain up to 40 characters.
Account TypeYesEnter the account type for the account.
  • A/P Retention - Liability account used in conjunction with the Accounts Payable account type to post the portion of an AP balance that is considered retention. Valid account type for all AP Invoices and AP Payments. (Transaction type: General Ledger Only/Normal balance: Credit)
  • A/R Retention - Asset account used in conjunction with the Accounts Receivable account type to post the portion of an AR balance that is considered retention. Valid account type for all AR invoices and Cash Receipts (Transaction type: General Ledger Only/Normal balance: Debit)
  • Accounts Payable - Liability account associated with vendor transactions for tracking amounts owed. Valid account type for all AP invoices and AP Payments. (Transaction type: General Ledger Only/Normal balance: Credit)
  • Accounts Receivable - Asset account associated with the customer transactions. Valid account type for all AR invoices and Cash Receipts (Transaction type: General Ledger Only/Normal balance: Debit)
  • Cash Account - Asset account that allows bank reconciliations. Valid account type for deposits, cash receipts, and check printing. (Transaction type: General Ledger Only/Normal balance: Debit)
  • Contra Expense - Expense account to offset expense postings, such as overhead. (Transaction type: General Ledger Only/Normal balance: Credit)
  • Equipment Cost - Expense Account directly tied to equipment cost. This account type requires a cost type indicator to be defined. (Transaction type: Equipment Cost/Normal balance: Debit).
  • Equipment Usage - Expense account directly tied to equipment usage. (Transaction type: Equipment Usage/Normal balance: Credit)
  • Equity - Equity account for equity transactions. Valid account type for Year End Retained Earnings accounts (Transaction type: General Ledger Only/Normal balance: Credit)
  • Fixed Assets - Asset account associated with Equipment module.(Transaction type: General Ledger Only/Normal balance: Debit)
  • Income Tax Expenses - Expense account associated with income tax. These expenses may be allocated to a job, equipment item, or plant through the use of burdens. (Transaction type: General Ledger Only/Normal balance: Debit)
  • Indirect Expenses - Expense account used to capture incurred expenses that are related to, but not directly attributable to, a particular job, equipment item, or plant. These expenses may be reallocated to a job, equipment item, or plant. (Transaction type: General Ledger Only/Normal balance: Debit)
  • Inventory - Asset account associated with the Inventory Module. Valid account for inventory-related transactions. (Transaction type: General Ledger Only/Normal balance: Debit)
  • Non Profit Center Revenue - Income account used for in customer invoices and cash receipts. (Transaction type: General Ledger Only/Normal balance: Credit)
  • Notes Payable - Liability account tied to Notes Payable (Transaction type: General Ledger Only/Normal balance: Credit)
  • Operating Expenses - Expense account used for General and Administrative expenses. These expenses may be allocated to a job, equipment item, or plant through the use of burdens. (Transaction type: General Ledger Only/Normal balance: Debit)
  • Other Current Asset - Asset account for general use. (Transaction type: General Ledger Only/Normal balance: Debit)
  • Other Current Liabilities - Liability account for general use. (Transaction type: General Ledger Only/Normal balance: Credit)
  • Other Non-Current Asset - Asset account for general use. (Transaction type: General Ledger Only/Normal balance: Debit)
  • Other Non-Current Liabilities - Liability account for general use. (Transaction type: General Ledger Only/Normal balance: Credit)

  • Project Expenses - Expense account directly tied to project costs. (Transaction type: Project Cost/Normal balance: Debit)

  • Project Over/Under Billing Adjustments - Income account used to offset project revenue for over/under billing adjustments. (Transaction type: General Ledger Only/Normal balance: Credit)
  • Project Revenue - Income account tied to the project for tracking income activity from project-related customer invoices. (Transaction type: Project Revenue/Normal balance: Credit)
  • Project WIP Asset - Asset account for work in progress (WIP) transactions. (Transaction type: Project Cost/Normal balance: Debit)
  • Project WIP Liability - Liability account for work in progress (WIP) transactions. (Transaction type: Project Revenue/Normal balance: Credit)
Normal BalanceYesEnter the normal balance for the account type.
  • Debit
  • Credit
Cost TypeConditionalIf the account type has a transaction type of Project Cost or Equipment Cost, enter the cost type associated with the account.
MemoNoEnter any comments or notes about the account.
StatusYesEnter the status of the account.
  • Active - Account is available for use and appears in lookup lists.
  • Inactive - Account is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.
Division Posting LevelYesEnter the division posting level for the account.
  • Corporate Only - Transactions will only be posted to the account at the corporate level.
  • Both Corporate and Divisional - Transactions will be posted to the account at the corporate level and at the divisional level for divisions specified in the Division worksheet worksheet. This option is valid only if the GL Structure in the Company screen is set to Company with Divisions.
Use SubaccountsYesIndicate whether or not to use subaccounts.
  • Yes/No
  • Y/N
  • True/False
  • On/Off
If using subaccounts, specify the subaccounts on the Subaccounts worksheet.
Cash Flow Reporting CategoryConditionalIf the account type is Fixed Assets, Other Current Assets, Other Non-Current Assets, Equity, Other Current Liabilities, or Other Non-Current Liabilities, enter the cash flow reporting category to use to categorize changes to cash flow in the Statement of Cash Flow reports.

Division worksheet

Use the Division worksheet to indicate the specify divisions that allow posting. If you do not complete this worksheet, ProContractor sets all divisions according to the following guidelines:
  • If the division posting level on the Account worksheet is set to Both Corporate and Divisional, all divisions are set to Yes (Allow posting).
  • If the division posting level on the Account worksheet is set to Corporate Only, only the corporate division (0000) is set to Yes; other divisions are set to No.
  • If the division posting level on the Account worksheet is set to Divisional Only, the corporate division (0000) is set to No; all other divisions are set to Yes.
FieldRequired?Description
CompanyYesEnter the code of the company for the account.
AccountYesEnter a code of up to 8 alphanumeric characters to identify the account
DivisionYesEnter the code for the division.
Note: You can import data only for divisions to which you have full access in ProContractor.
Allow PostingYesIndicate whether or not to allow posting.
  • Yes/No
  • Y/N
  • True/False
  • On/Off
Chart of Accounts Import Template Field Reference

Subaccount worksheet

Use the Subaccount worksheet to specify subaccounts. If Use Subaccounts on the Account worksheet is set to Yes, then the Subaccount worksheet is required.

Subaccounts are typically used for departments or other non-security related groupings. They provide a detail level that automatically subtotals on the trial balances. For example, 5050.00, 5050.01, and 5050.02 automatically subtotal to the 5050 level during report printing.

FieldRequired?Description
CompanyYesEnter the code of the company for the account.
AccountYesEnter a code of up to 8 alphanumeric characters to identify the account
SubaccountYesEnter a code of up to 8 alphanumeric characters to identify the subaccount.
NameYesEnter a name for the subaccount. The name can contain up to 40 characters. Include the master account name in the subaccount name to make it easier to identify accounts in financial reports. For example, subaccounts for Telephone Expenses might be named as follows: Telephone Expenses: Mobile and Telephone Expenses: Office.
StatusYesEnter the status of the subaccount.
  • Active - Subaccount is available for use and appears in lookup lists.
  • Inactive - Subaccount is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.
Chart of Accounts Import Template Field Reference

UDF worksheet

Use the UDF worksheet to specify import values for user-defined fields.

The UDF worksheet contains columns for up to 20 user-defined fields (named UDF_01 through UDF_20) . You must include a column for each user-defined field that is set up for the corresponding function in ProContractor. The fields must be listed in order, based on their corresponding sort value in the User-Defined Fields screen. ProContractor matches the fields in the worksheet to the fields in the system based on this value. For example, the first UDF column matches to the user-defined field with the lowest sort value in the system; the second column in the worksheet matches to the user-defined field with the second lowest sort value in the system; and so on.

FieldRequired?Description
CompanyYesEnter the code of the company for the account.
AccountYesEnter the code of the account.
CompanyYesEnter the code of the company for the subcontract.
ProjectNoEnter the code of the project for the subcontract.
SubcontractYesEnter the code of the subcontract.
UDF_01 through UDF_20ConditionalEnter a value for each user-defined field.
Note: ProContractor determines how to validate the value in each column based on the corresponding field's definition.
Chart of Accounts Import Template Field Reference