Use the Purchase Order Import Template in conjunction with the Import Transactions screen function to import purchase orders. You can import purchase orders associated with both active and inactive projects.

The Purchase Order Import Template contains the following worksheets:

• Purchase Order worksheet

• Item Detail worksheet

• Item Tax Detail worksheet

• Item Lump Sum Detail worksheet

• Lien Notice worksheet

• Contacts & Routing worksheet

• UDF worksheet

In most cases, each worksheet corresponds directly to a tab of the related entry screen in ProContractor. Required fields in a worksheet are highlighted yellow; fields that are required only under certain conditions are highlighted gray. Viewpoint suggests formatting all values as text in the Excel template.

Include the primary information for the records you want to import on the first worksheet, ensuring that that each record has unique values in the key fields for the import type. For most import types, the first worksheet is the only worksheet that is required. If there are additional worksheets in the template, uUse the additional worksheets as needed to provide record details. When importing, ProContractor uses the key fields for the import type to prevent duplicate records and to link detail records to primary records.

For example, the key fields for the Purchase Order import type are Purchase Order Company, Profit Center Type, Profit Center Company, Profit Center, and Purchase Order. In the Purchase Order import template, include each new purchase order in the Purchase Order worksheet, ensuring that each record has unique values in the Purchase Order Company, Profit Center Type, Profit Center Company, Profit Center, and Purchase Order fields. If needed, include line items for each purchase order in the Item Detail worksheet.

Purchase Order worksheet

	Purchase Order Company	Profit Center Type	Profit Center Company	Profit Center	Purchase Order	Vendor	Document Form	Payment Terms	PO Date	Priority	Status
1	05	Project	05	1000	2077	0001	Purchase Orders	DOR	04/16/2016	High	Open
2	05	Project	05	1000	2078	0001	Purchase Orders	DOR	04/16/2016	Normal	Open

Item Detail worksheet

	Purchase Order Company	Profit Center Type	Profit Center Company	Profit Center	Purchase Order	Line Number	Transaction Type	Inventory Purchase	Distribution Company	Division	Account	Taxable	Lump Sum Line	Item
1	05	Project	05	1000	2077	1	Project Cost	No	01	0000	5020	Yes	No	020201
2	05	Project	05	1000	2078	1	General Ledger	No	01	0000	1510	Yes	No

If a detail record does not match a primary record based on key field values, ProContractor marks the detail record as “orphaned” during the validation process. If you continue with the import without correcting orphaned records in the import file, you must manually enter the orphaned records into the system.

Before importing purchase orders, you must complete the following setup:

• Chart of accounts (manual entry or import)

• Vendors (manual entry or import)

• Payment terms (manual entry only)

• Document status types (manual entry only)

Depending on the purchase orders to import, additional setup may also be required. For example, if your purchase orders are project-related, you must complete the project setup before importing purchase orders.