Subcontract Import Template Field Reference

This field reference lists the fields in all worksheets of the Subcontract 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 Enter Subcontract.

Subcontract worksheet

Use the Subcontract worksheet to enter general information about each subcontract.

Field

Required?

Description

Company

Yes

Enter the code of the company for the subcontract.

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

Project

No

Enter the code for the project associated with the subcontract.

Subcontract

Yes

Enter a code of up to 16 alphanumeric characters to identify the subcontract.

Order Stage

No

Enter the subcontract stage.

  • Entries in Process - A subcontract with a stage of Entries in Process is incomplete.
  • Ready to Print - A subcontract with a stage of Ready to Print is complete and ready to be committed, but it cannot be invoiced.

  • Waiting for Approval - A subcontract with a stage of Waiting for Approval is complete, but not ready to be committed. It cannot be invoiced.

  • Committed - A subcontract with a stage of Committed is complete, and it can be invoiced. When you select this stage, committed costs for all project items are updated. You can set this stage automatically (after printing the subcontract) or manually (at any time). One reason you might set this stage manually is if you don't intend to print the subcontract.

Vendor

Yes

Enter the code of the vendor for the subcontract.

Vendor Contact

No

Enter the name of the vendor contact.

Order Type

No

Enter the subcontract type.

Note: Define subcontract types in the Order Types tab of the Document Management Types screen.

Document Form

Yes

Enter the code of the document form for the subcontract.

Payment Terms

Yes

Enter the payment terms for the invoice.

Order Description

No

Enter a description of the subcontract.

Memo

No

Enter any comments or notes about the subcontract.

Subcontract Date

Yes

Enter the date when the subcontract will show as a committed cost on the project.

Start Date

No

Enter the date on which you expect to start work on the subcontract.

Complete Date

No

Enter the date on which you expect to complete work on the subcontract.

Owner

No

Enter the ID for the subcontract owner.

Priority

Yes

Enter the priority of the subcontract.

  • High

  • Normal

  • Low

Status

Yes

Enter the code for the status type of the subcontract. The status type sets the active/inactive status of the subcontract.

If you enter a status that sets the subcontract to inactive, ProContractor will set each line on the subcontract and all subcontract change orders to Invoicing Complete.

Closed Date

Conditional

If the status type sets the subcontract to inactive, enter the date the subcontract became inactive.

Payment Hold

No

Indicate whether or not the invoices for the subcontract should be available for payment selection. Enter Yes (or one of the variations below) if the invoices should be placed on payment hold (in other words, should not be available for payment selection); enter No (or a variation) if the invoices should not be placed on payment hold (in other words, the invoices should be available for payment selection).

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Send To Address Street 1

No

Enter the first line of the street address where you want to send the subcontract.

Send To Address Street 2

No

Enter the second line of the street address where you want to send the subcontract.

Send To Address City

No

Enter the city where you want to send the subcontract.

Send To Address State

No

Enter the state () or province () where you want to send the subcontract.

Send To Address Zip

No

Enter the ZIP code () or postal code () where you want to send the subcontract.

Send To Address Country

No

Enter the country where you want to send the subcontract.

Sales Tax Authority

No

Enter the default sales tax authority for the subcontract line items.

Retainage Percent

No

Enter the retainage for the line items of the subcontract as a percentage with up to two decimal places.

Workers Compensation Insurance

No

Indicate whether or not the subcontract requires workers' compensation insurance.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

General Liability Insurance

No

Indicate whether or not the subcontract requires general liability insurance.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Contractors License

No

Indicate whether or not the subcontract requires a contractor's license.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Bond

No

Indicate whether or not the subcontract requires bond.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Scope of Work

No

Enter details about the scope of work for the subcontract. This information will appear on the printed subcontract.

Exclusions

No

Enter any exclusions for the subcontract. This information will appear on the printed subcontract.

Other Terms and Conditions

No

Enter any terms and conditions for the subcontract. This information will appear on the printed subcontract.

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 Detail worksheet

Use the Item Detail worksheet to enter line items for each subcontract.

Field

Required?

Description

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.

Line Number

Yes

Enter a unique identifier for the line item.

Cost Code

Yes

Enter the cost code for the project on which revenue can be tracked for the line item.

CMR

No

Enter the code of the change management record for the line item.

Cost Type

Yes

Enter the code of the cost type for the line item. The cost type must be set up for use with the specified company and vendor.

Division

Yes

Enter the division for the line item based on the project and cost code.

Account

Yes

Enter the cost account for the line item.

If the cost type is related to the project, the cost account must also be related to the project.

If the cost type is a general ledger account, the cost account must also be a general ledger account.

Taxable

Yes

Indicate whether or not tax should be included on the line item.

  • Yes/No

  • Y/N

  • True/False

  • On/Of

Note: When you create a vendor invoice for a subcontract, you can change the taxable designation on a subcontract line, but you cannot change the tax authority for the line.

Sales Tax Authority

Conditional

If the line item is taxable, enter the code of the sales tax authority for the line item.

Retainage Percent

No

Enter the retainage for the line item as a percentage with up to two decimal places.

Lump Sum Line

Yes

Indicate whether or not the line item is a lump sum line item.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Item

No

If the line item is a catalog item, enter the code of the catalog item.

Item Description

Yes

Enter a description of the line item.

Quantity

No

Enter the number of units ordered for the line item.

Unit of Measure

Conditional

If you entered a quantity, enter the code of the unit of measure for the quantity of the line item.

Unit Cost

No

Enter the unit cost for the line item.

Unit Cost Unit of Measure

Conditional

If you entered a unit cost, enter the code of the unit of measure for the unit cost of the line item.

Amount

No

Enter the amount for the line item.

Tax Amount

No

Enter the tax amount of the line item for the tax authority.

Start Date

No

Enter the date on which you expect to start work on the line item.

Complete Date

No

Enter the date on which you expect to complete work on the line item.

Invoicing Complete

No

Indicate whether or not invoicing is complete (that is, entered and posted) for the line item. Once invoicing is complete, you can no longer make changes to the line item.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Item Tax Detail worksheet

Use the Item Tax Detail worksheet to specify details on the tax authorities (including linked tax authorities) and rates for the line items in the Item Detail worksheet. If this worksheet is not completed, ProContractor automatically generates the lines during import for taxable line items from the Item Detail worksheet, based on the tax authority of the item.

Field

Required?

Description

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.

Line Number

Yes

Enter the line number of the line item.

Tax Authority

Yes

Enter the code of a tax authority for the line item.

Taxable Amount

No

Enter the taxable amount of the line item for the tax authority.

Tax Amount

No

Enter the tax amount for the line item.

Lien Notice worksheet

If the subcontract is associated with a project, use the Lien Notice worksheet to indicate that ProContractor will create a lien notice record when a subcontract's status is changed to Committee.

Tip: Use the View Vendor Lien Document Logs screen to manage your lien documents, including printing documents or attaching documents to an e-mail.

Field

Required?

Description

Company

Yes

Enter the code of the company for the subcontract.

Project

No

Enter a code of the project for the subcontract.

Subcontract

Yes

Enter the code of the subcontract.

Action

Yes

Enter the type of lien notice record to create for the project and subcontract combination.

  • Do Not Auto Create - The lien notice for this combination will not be created.

  • Lien Notice - The lien notice for this combination will be created.

Notice Date

Yes

Enter the date the lien notice was received or sent.

Notice Amount

No

Enter the amount of the lien notice.

Notice Description

No

Enter a description for the lien notice.

Contacts & Routing worksheet

Use the Contact worksheet to associate contacts with the subcontract and to specify document routing for the subcontract document.

Note: You can use document routing only if the Document Routing Distribution Control checkbox is selected on the Document Management Settings screen.

Field

Required?

Description

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.

One Time Contact

No

Indicate whether or not the contact is a one time contact. A one-time contact cannot be included in document routing.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Contact Type

Yes

Enter the code of the Contact Type screen for the contact you want to associate with the document.

Name

Yes

Enter the name of an existing Contact screen you want to associate with the document.

Role

No

Enter the contact's role.

  • To

  • From

Email As

No

Enter the type of e-mail recipient for the contact. If you do not select a type, the contact will not receive an e-mail.

  • Primary

  • CC

  • BCC

Notes

No

Enter any comments or notes about the routing.

Routing Type

No

Enter the type of review expected of the user for this document distribution. You can only add routing for contacts who have a ProContractor user ID.

  • Review Only - No response is expected from the reviewer.

  • Action Required - A response is expected from the reviewer.

  • No Routing - The contact does not review the document.

Routing Date

No

Enter the routing date.

Routing Priority

No

Enter the priority of the contact's response to the routing distribution.

  • High

  • Normal

  • Low

Routing Status

No

Enter the code for the status type for the routing distribution. The status type sets the active/inactive status of the routing distribution.

Memo To User

No

Enter any comments or notes about the document to the contact on this line. If you are the user on this line, others users can enter memos to you here.

Memo From User

No

Enter any comments or notes about the document from the contact on this line. This memo appears to all other contacts.

Due Date

No

Enter the date the contact's response is expected.

Closed Date

No

Enter the date the routing distribution is closed.

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 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.