Item Import Template Field Reference

This field reference lists the fields in all worksheets of the Item Import Template. You can see whether or not each field is required and a description of valid values or other pertinent information.

If a default catalog item is set up in ProContractor and a field in the template is left blank, ProContractor uses the value from the default catalog item.

Tip: While preparing your data for import, you may also find it helpful to review the Help topic for the Catalog Item screen in ProContractor.

Item worksheet

Field

Required?

Description

External ID

No

Enter 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.

Item

Yes

Enter a code of up to 32 alphanumeric characters to identify the item.

Item Name

Yes

Enter the name or a description of the item.

Use for PO

Yes

Indicate whether or not the item can be used for purchase orders.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Use for TM

Yes

Indicate whether or not the item can be used for manual time & material invoices. Regardless of the value entered here, the item will be available in generated time & material invoices automatically.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Use for Subcontract

Yes

Indicate whether or not the item can be used for subcontracts.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

List Price

No

Enter the list price of the item.

Last Cost

No

Enter the last cost of the item. ProContractor updates this value when you enter a stock receipt or a purchase order receipt for an inventory purchase.

ProContractor will use the last cost as the default item cost when you create a new purchase order.

Universal Product Code

No

Enter the Universal Product Code (UPC) or any identification code for the item.

Item Category

Yes

Enter the code of the item category.

Unit of Measure

Yes

Enter the unit of measure for the item.

Manufacturer Name

No

Enter the name of the manufacturer of the item.

Manufacturer Part Number

No

Enter the manufacturer's part number for the item.

Manufacturer List Price

No

Enter the manufacturer's suggested list price for the item.

Status

Yes

Enter the status of the item.

  • Active - The item is available for use and appears in lookup lists.

  • Inactive - The item is not available for use and does not appear in lookup lists on other screens.

Memo

No

Enter any comments or notes about the item.

Reorder Point

No

Enter the inventory quantity at which the item should be reordered.

Reorder Quantity

No

Enter the quantity to reorder.

Minimum Quantity

No

Enter the minimum quantity to have on hand.

Maximum Quantity

No

Enter the maximum quantity to have on hand

Taxable

No

Indicate whether or not the item is taxable under all tax authorities. If the item is taxable under only certain tax authorities, you must enter those authorities in the Taxes worksheet.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

T&M Line Type

Conditional

If the item can be used for manual time & material invoices, enter the line type when using the catalog item on a time & material invoice.

  • Time and Material Detail Line

  • Do Not Bill

  • Total

  • Heading or Message Line

  • Lot Price

  • Markup

T&M Mark Up Percent

No

If the T&M Line Type is Markup, enter the markup percentage for the item.

T&M Taxable

Conditional

If the T&M Line Type is Time and Material Detail Line or Lot Price,indicate whether/how the catalog item will be taxed on a time & material invoice.

  • Yes With Visual Print Indicator - The catalog item is taxable and a 'T' appears on the time & material invoice next to the catalog item to indicate its taxability.

  • Yes With No Visual Print Indicator - The catalog item is taxable, but there is no indication of taxability printed on the time & material invoice

  • No - The catalog item is not taxable.

Item Import Template Field Reference

Vendor Control worksheet

Use the Vendor Control worksheet to specify vendors that supply the catalog items.

Field

Required?

Description

Item

Yes

Enter a code of up to 32 alphanumeric characters to identify the item.

Vendor

Yes

Enter the code of the vendor for the item.

All Units Of Measure

Yes

Indicate whether or not all units of measure should be available for the item from the vendor.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Vendor Unit Of Measure

Conditional

If all units of measure are not available for the item, enter the unit of measure for the item from the vendor.

Vendor Item Number

Yes

Enter the vendor's item number for the item.

Item Import Template Field Reference

Warehouse worksheet

Use the Warehouse worksheet to specify the warehouses that use the catalog items.

Field

Required?

Description

Item

Yes

Enter a code of up to 32 alphanumeric characters to identify the item.

Company

Yes

Enter the code for the company.

Note: You can import data only for companies to which you have full access in ProContractor.

Warehouse

Yes

Enter the code of the warehouse for the item.

Location

No

Enter the location for the item within the warehouse.

Reorder Point

No

Enter the quantity at which the item should be reordered for the warehouse.

Reorder Quantity

No

Enter the quantity of the item to reorder for the warehouse.

Minimum Quantity

No

Enter the minimum quantity of the item to have on hand at the warehouse.

Maximum Quantity

No

Enter the maximum quantity of the item to have on hand at the warehouse.

Item Import Template Field Reference

Taxes worksheet

Use the Taxes worksheet to indicate the tax authorities in which the items are taxable. This worksheet is required if you set the Taxable field on the Item worksheet to No, which indicates that the item is taxable under only certain tax authorities.

Field

Required?

Description

Item

Yes

Enter a code of up to 32 alphanumeric characters to identify the item.

Tax Authority

Yes

Enter the code for a tax authority for the item.

Taxable

Yes

Indicate whether or not the item will be taxed under the tax authority.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Item 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.

Field

Required?

Description

Item

Yes

Enter the code of the item.

Company

Yes

Enter the code of the company for the subcontract.

Project

No

Enter the code of the project for the subcontract.

Subcontract

Yes

Enter the code of the subcontract.

UDF_01 through UDF_20

Conditional

Enter 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.
Item Import Template Field Reference