Project Import Template Field Reference
This field reference lists the fields in all worksheets of the Project 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 project is set up in ProContractor and a field in the template is left blank, ProContractor uses the value from the default project.
General worksheet
Use the General worksheet to enter general information about each project. Note that this worksheet can include information for all types of projects. This means that you can import master projects and sub projects during the same import process.
Field | Required? | Description |
|---|---|---|
Company | Yes | Enter the code of the company for the project. Note: You can import data only for companies to which you have
full access in ProContractor. |
Project | Yes | Enter a code of up to 8 alphanumeric characters to identify the project. |
Project Name | Yes | Enter the name or a description of the project. The project name should be unique and descriptive enough that other users can easily identify it in a lookup list. As a best practice, you should always give projects unique names across companies. |
Main Address Street 1 | No | Enter the first line of the street portion of the project's main address. |
Main Address Street 2 | No | Enter the second line of the street portion of the project's main address. |
Main Address City | No | Enter the city of the project's main address. |
Main Address State | No | Enter the state ( |
Main Address Zip | No | Enter the ZIP code ( |
Main Address Country | Yes | Enter the country for the project. |
Map Grid | No | Enter map grid information that indicates how to find the project location on a map. |
Direction | No | Enter directions to the project location. |
Status | Yes | Enter the status of the project.
|
Closed Date | No | If the project status is inactive, enter the date on which the project was closed. |
Memo | No | Enter any comments or notes about the project. |
Enable Mobile Time Card Geofencing | No | Indicate whether or not to enable mobile time card geofencing, which will prevent a mobile user from clocking in or out on a mobile device when that device is outside of the defined area. If you enable mobile time card geofencing, you must enter the coordinates of the project and the radius from the coordinates within which mobile users can clock in or out.
|
Coordinates | Conditional | If you enabled mobile time card geofencing, enter the GPS decimal coordinates with up to 6 decimal places for the project location. To Determine the project coordinates:
|
Radius | Conditional | If you enabled mobile time card geofencing, enter the radius in miles up to 2 decimal places around the project coordinates within which mobile users will be able to enter a time card for the project. |
Division | Conditional | If there is more than one division set up for the company, enter the division for the project. Note: You can import data only for divisions to which you have
full access in ProContractor. |
Project Classification | Yes | Enter the code of the project classification for the project. The project classification is the key to cost code numbering for the project. |
Project Group | No | Enter the project group for the project. |
Sales Tax Authority | Yes | Enter the code of the sales tax authority to be used when you create invoices, purchase orders, subcontracts, or subcontract change orders for the project. |
Tax Exemption Number | No | If the project is exempt from paying sales tax to the tax authority, enter the tax exemption number. If you enter a tax exemption number, invoices for the project will default to non-taxable. |
Posting Type | Yes | Enter the posting type for the project. Valid values:
|
Master Project | Conditional | If the project is a sub project, enter the code of the master project. |
Allow Divisions on Cost Codes | No | Indicate whether or not to allow divisions to be specified on individual cost codes.
|
Control Percent Complete By | Yes | Indicate how the percent complete values will be determined for work in progress calculations for the project. This setting is based on your company's methodology for calculating the work in progress percentages.
If you are allowing divisions on cost codes, ProContractor automatically sets this field to Cost Code. Note: This setting, in conjunction with the Forecasted Cost
Calculation fields on the Project Settings screen, affects how forecasted
costs are displayed on the Forecasted Cost Report. |
Percent Complete Method | Yes | Enter the method for calculating percent complete values for work in progress calculations for the project. If you are controlling percent complete by cost code, use this field to set the default percent complete method for all cost codes. You can override the default method on each cost code as needed in the Cost Codes worksheet. COST-% - Calculated until manual entry of any % - ProContractor automatically calculates the percent complete using an equation that evaluates posted costs against the percent complete basis selected in the Project Settings screen (either budget or cost at completion). If needed, you can manually update percent complete, cost to complete, and cost at completion values in the screen. Once a manual work in progress entry is saved, ProContractor will no longer automatically calculate these values. % - Manually entered % if basis is Budget, otherwise, same as COST-% - If the percent complete basis selected in the Project Settings screen is Cost at Completion, this method is identical to the COST-% method; in other words, ProContractor automatically calculates the percent complete using an equation that evaluates posted costs against the cost at completion until a manual work in progress entry is saved. If the percent complete basis is Budget, ProContractor does not automatically calculate percent complete. You can manually update percent complete, cost to complete, or cost at completion values in the screen. COST - Calculated until manual entry of 100% - ProContractor automatically calculates percent complete using an equation that evaluates posted costs against the percent complete basis selected in the Project Settings screen (either Budget or Cost at Completion). You can manually update the percent complete value to 100 % in the screen when the work is finished. HOURS - Posted Hours Complete until manual entry of 100% - This method may be useful for projects that are labor and/or equipment intensive. ProContractor automatically calculates the percent complete using an equation that evaluates posted labor hours against the percent complete basis selected in the Project Settings screen (either budget or cost at completion). If needed, you can manually update the percent complete value to 100 % in the screen when the work is finished. UNITS - Manually entered Units Complete -This method is available only if Control Percent Complete By is set to Cost Code. When this method is selected, percent complete is automatically calculated based on manual entry of the quantity completed in the screen. The equation evaluates the quantity completed against the percent complete basis selected in the Project Settings screen (either budget or cost at completion). If needed, you can manually update the percent complete value to 100% in the screen when the work is finished. COST TYPE - Enter Method on Cost Type Level- This method is available only if Control Percent Complete By is set to Cost Code. When this method is selected, you can enter a different percent complete method for each cost type in the Cost Codes worksheet worksheet. Note: This setting, in conjunction with the Forecasted Cost
Calculation fields on the Project Settings screen, affects how
forecasted costs are displayed on the Forecasted Cost
Report. Tip: Examples of how the percent complete basis and percent
complete method affect work in progress calculations can be viewed
in the topic of the Help. |
Calculate Budget By | Yes | Enter the default method for calculating budgets for cost types. This is a key factor in your project management processes and enables you to match costs to estimated costs.
Consider this setting carefully; once you import the project, you cannot modify this setting. |
Additional worksheet
Use the Additional worksheet to specify additional project information. This worksheet is required.
Field | Required? | Description |
|---|---|---|
Company | Yes | Enter the code of the company for the project. |
Project | Yes | Enter a code of up to 8 alphanumeric characters to identify the project. |
Customer | No | Enter the code of the customer for the project. When you associate a customer with a project, you can track invoicing in the Customers module. If this is an internal project or if there are multiple customers for the project, leave this field blank. |
Contract Date | Yes | Enter the contract date for the project. |
Estimated Completion Date | No | Enter the estimated completion date for the project. |
Owners Project Number | No | Enter the owner's project number. |
Square Footage Number | No | Enter the square footage for the project. |
Work Location | Yes | Enter the code of the work location for the project. This setting controls the state and local tax calculation for the project in cases where the employee record contains a different location. It also controls the prevailing wage package assigned to the project. If you are setting up a prevailing wage project, you may want to coordinate this setting with your payroll department to ensure that you select the correct wage agreement and tax combination. |
Print Certified Payroll Report | Yes | Indicate whether or not you want to print certified payroll reports for the project. Many states require certified payroll reports.
|
Certified Payroll Period Start Date | No | If you plan to print certified payroll reports, enter a start date for the certified payroll report for the project. This value is used to number the certified reports for the week number (number of weeks on the project) and is required by most states on the certified payroll report. |
Self Insured Certificate Number | No | If you are electronically filing certified payroll for California, enter the self-insured certificate number for the project. Note that this value overrides the self-insured certificate number entered on the Company screen. |
Workers Compensation Policy Number | No | If you are electronically filing certified payroll for California, enter the workers' compensation policy number for the project. Note that this value overrides the workers' compensation policy number entered on the Company screen. |
Labor Burden Percent | No | Enter the default percentage for labor burden in change management records associated with the project. |
Markup Method | No | Enter the default markup method in change management records associated with the project. |
Project Cost Types worksheet
Use the Project Cost Types worksheet to specify the cost types that are valid for each project and to define account and overhead details.
If this worksheet is not completed, ProContractor uses the cost types from the project classification.
Field | Required? | Description |
|---|---|---|
Company | Yes | Enter the code of the company for the project. |
Project | Yes | Enter a code of up to 8 alphanumeric characters to identify the project. |
Cost Type | Yes | Enter the cost type. |
Prevent Posting | No | Indicate whether or not to prevent the cost type from being used for posting under the project.
|
Account | No | Enter the general ledger account for the cost type under the project. |
Overhead Percent | No | Enter the overhead allocation as a percentage of actual cost. You can use up to 2 decimal places. Note: If you enter a value in this field, you must also enter the
cost type, cost account, and accrual account for the overhead allocation. |
Overhead Rate per Hour | No | If the cost type has a cost category of Labor, enter the overhead allocation as an hourly rate. Note: If you enter a value in this field, you must also enter the
cost type, cost account, and accrual account for the overhead allocation. |
Overhead Cost Type | Conditional | If you entered an overhead percent, enter the code of the project cost type for the overhead allocation. |
Overhead Cost Account | Conditional | If you entered an overhead percent, enter the code of the general ledger account for posting costs of calculated overhead. |
Overhead Accrual Account | Conditional | If you entered an overhead percent, enter the code of the general ledger account for posting accruals of calculated overhead. |
Cost Codes worksheet
Use the Cost Codes worksheet to create and maintain cost codes for the work activities to be performed for the project.
Project cost codes in ProContractor give you the flexibility for any job. You can create simple codes for simple projects or more complex codes when you need to handle more complex projects. Your project cost codes can be based on almost any format, including formats suggested by the Construction Specification Institute (CSI) and various Departments of Transportation (DOTs). ProContractor allows you to enter cost codes of up to four levels with a total length of up to 18 characters, however no single level can exceed 10 characters. Use the Project Classification screen to set up your project cost code format.
The Cost Codes worksheet provides a simplified view of your cost codes. The Cost Code Cost Type worksheet worksheet allows you to specify more detail about your cost types.
Field | Required? | Description |
|---|---|---|
Company | Yes | Enter the code for the company for the project. |
Project | Yes | Enter a code of up to 8 alphanumeric characters to identify the project. |
Cost Code | Yes | Enter a code to identify the cost code in the format defined on the Project Classification screen. Note: Project cost codes in ProContractor give you the flexibility for
any job. You can create simple codes for simple projects or more complex
codes when you need to handle more complex projects. Your project cost
codes can be based on almost any format, including formats suggested by
the Construction Specification Institute (CSI) and various Departments of
Transportation (DOTs). ProContractor allows you to enter cost codes of up to four
levels with a total length of up to 18 characters, however no single
level can exceed 10 characters. Use the Project Classification screen to set up your project cost code
format. |
Cost Code Name | Yes | Enter a name for the cost code. |
Level Type | Yes | Indicate if this cost code will be used for grouping or posting.
|
Status | No | Enter the status of the cost code.
|
Quantity | No | Enter the project-to-date quantity for cost code budgeting. |
Unit of Measure | No | Enter the code of the default unit of measure for the cost code. |
Division | Conditional | If you are allowing divisions on cost codes, enter the code of the division for the cost code. Note: You can import data only for divisions to which you have
full access in ProContractor. |
Payroll Insurance | No | Enter the code for the insurance class for the cost code. |
Work Location | No | Enter the code of the work location for the cost code. The work location entered here applies only to this cost code and takes precedence over the work location specified in the Additional worksheet. |
Memo | No | Enter any comments or notes about the cost code. |
Percent Complete Method | Yes | If you indicated to control percent complete by cost code in the General worksheet, enter the method for calculating percent complete values for work in progress calculations for the cost code.
|
Start Date | No | Enter the start date of the cost code. |
Estimated Completion Date | No | Enter the estimated completion date of the cost code. |
Cost Code Cost Type worksheet
Use the Cost Code Cost Type worksheet to provide more detail about your cost types. You can specify settings that enable you to control how budgets are calculated and whether a cost type can be used to post under a cost code.
If this worksheet is not completed, ProContractor automatically generates the information during import from the Cost Codes worksheet worksheet, and there is no way to import budgets. You will have to enter them manually.
Field | Required? | Description |
|---|---|---|
Company | Yes | Enter the code for the company for the project. |
Project | Yes | Enter a code of up to 8 alphanumeric characters to identify the project. |
Cost Code | Yes | Enter a code of up to 21 alphanumeric characters to identify the cost code. Note: Project cost codes in ProContractor give you the flexibility for
any job. You can create simple codes for simple projects or more complex
codes when you need to handle more complex projects. Your project cost
codes can be based on almost any format, including formats suggested by
the Construction Specification Institute (CSI) and various Departments of
Transportation (DOTs). ProContractor allows you to enter cost codes of up to four
levels with a total length of up to 18 characters, however no single
level can exceed 10 characters. Use the Project Classification screen to set up your project cost code
format. |
Cost Type | Yes | Enter the code for a cost type. |
Prevent Posting | No | Indicate whether or not to prevent the cost type from being used for posting under the project.
|
Account | No | Enter the code of the general ledger account to be used by the cost type for posting under the cost code. |
Calculate Budget By | Yes | Enter the method for calculating the budget for the cost type under the cost code.
|
Unit of Measure | No | Enter the default unit of measure for the cost type under the cost code. |
Quantity or Hours | No | Enter the project-to-date quantity or hours for the cost type. |
Unit Cost | No | Enter the project-to-date unit cost for the cost type. |
Budget Amount | No | Enter the project-to-date estimated amount for the cost type. |
Percent Complete Method | Yes | If you entered Cost Type in the Percent
Complete Method field for a cost code in the Cost Codes
worksheet, enter the method for calculating percent complete values for
work in progress calculations for each cost type.
Note: Examples of
how the percent complete basis and percent complete method affect work in
progress calculations can be viewed in the help topic. |
Overhead Percent | No | Enter the code of the work location for the cost code. The work location entered here applies only to this cost code and takes precedence over the work location specified in the Additional worksheet. |
Overhead Rate Per Hour | No | If the cost type has a cost category of Labor, enter the overhead allocation as an hourly rate. Note: If you enter a value in this field, you must also enter the
cost type, cost account, and accrual account for the overhead allocation. |
Overhead Cost Type | Conditional | If you entered an overhead percent, enter the code of the project cost type for the overhead allocation. |
Overhead Cost Account | Conditional | If you entered an overhead percent, enter the code of the general ledger account for posting costs of calculated overhead. |
Overhead Accrual Account | Conditional | If you entered an overhead percent, enter the code of the general ledger account for posting accruals of calculated overhead. |
Contacts worksheet
Use the Contact worksheet to associate contacts with the project. If you are using project-level security, add the contact associated with each user who needs access to the project and project-related screens in ProContractor. The user's contact type must have project permissions set to Full Access, and the user must have project permissions set to Access by Contact Type.
Field | Required? | Description |
|---|---|---|
Company | Yes | Enter the code of the company for the project. |
Project | Yes | Enter a code of up to 8 alphanumeric characters to identify the project. |
Contact Type | Yes | Enter the code of the Contact Type screen for the contact you want to associate with the project. |
Name | Yes | Enter the name of Contact screen you want to associate with the project. |
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 |
|---|---|---|
Company | Yes | Enter the code of the company for the project. |
Project | Yes | Enter the code of the project. |
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. |
