Use the Vendor Invoice Import Template in conjunction with the Import Transactions screen function to import vendor invoices. You can import vendor invoices associated with both active and inactive projects.

The Vendor Invoice Import Template contains the following worksheets:

• Vendor Invoice worksheet

• Distribution Line worksheet

• Distribution Line Tax Detail worksheet

• Payment worksheet

• Subcontract and Purchase Order Line Item worksheets

• Subcontract and Purchase Order Line Item Tax worksheets

• Subcontract and Purchase Order Line Item worksheets

• Purchase Order Lump Sum Detail worksheet

• Subcontract and Purchase Order Line Item Tax worksheets

• Lien Releases 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 Vendor Invoice import type are Vendor, Invoice Number, Invoice Status, Control Company, Invoice Date, Posting Date, Payment Terms, Net Due Date, Discount Due Date, and Vendor Compensation Report Type. In the Vendor Invoice import template, include each new invoice in the Vendor Invoice worksheet, ensuring that each record has unique values in the key fields. If needed, include line items for each purchase order in the Distribution Line worksheet.

Vendor Invoice worksheet

	Vendor	Invoice Number	Invoice Status	Control Company	Invoice Date	Posting Date	Payment Terms	Net Due Date	Discount Due Date	Vendor Compensation Report Type
1	A_D001	17258	Open		02/14/2018	02/14/2018	Purchase Orders	N10	02/24/2018	None
2	A_D001	17259	Open		02/14/2018	02/14/2018	Purchase Orders	N10	02/24/2018	None

Distribution Line worksheet

	Vendor	Invoice Number	Line Number	Transaction Type	Distribution Company	Division	Cost Account	Taxable
1	A_D001	17258	1	Project Cost	01	0000	1010	No
2	A_D001	17259	1	Project Cost	01	0000	1010	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 vendor invoices, you must complete the following setup:

• Chart of accounts (manual entry or import)

• Vendors (manual entry or import)

• Tax authorities (manual entry only)

• Posting group (manual entry only)

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