Vendor Invoice Import Template Field Reference

This field reference lists the fields in all worksheets of the Vendor Invoice 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 the Help topic for the Enter Vendor Invoice screen in ProContractor.

Vendor Invoice worksheet

Use this sheet to enter vendors for whom you want to import invoices.

Field

Required?

Description

Vendor

Yes

Enter a code of up to 8 alphanumeric digits to identify the vendor for the invoice.

Purchase Order/Subcontract Company

Conditional

If the invoice is associated with a purchase order or subcontract company, enter the code of the company.

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

Purchase Order/Subcontract

Conditional

If the invoice is associated with a purchase order or subcontract, enter the code of the purchase order or subcontract.

Invoice Number

Yes

Enter a code of up to 20 alphanumeric characters to identify the invoice.

Purchase Amount

No

Enter the purchase amount for the invoice.

Retainage Amount

No

Enter the retainage amount for the invoice.

Tax Amount

No

Enter the tax amount for the invoice.

Freight Amount

No

Enter the freight amount for the invoice.

Invoice Status

Yes

For an existing vendor, if this field is left blank, ProContractor automatically sets the status during import to the default invoice status for the vendor. If you want to modify the invoice status or if the vendor is a new vendor, enter the invoice status.

  • Open - An invoice with a status of Open can be selected for payment.

  • Payment Hold - An invoice with a status of Payment Hold cannot be selected for payment. To save an invoice with this status, you must enter a default reason for the payment hold in the Default Hold Reason field.

  • Pending Approval - An invoice with a status of Pending Approval cannot be selected for payment until the status is changed to Open, Pay, or Manual Payment. To save an invoice with this status, the invoice must conform to the settings on the Accounts Payable Settings screen.

  • Pay - An invoice with a status of Pay will be paid the next time checks are generated.

  • Manual Payment - An invoice with a status of Manual Payment cannot be selected for payment. You must pay the invoice manually, typically by cash or credit card.

Hold Reason

No

If the invoice status is Payment Hold and this field is left blank, ProContractor automatically assigns the default hold reason for the vendor during import. If needed, enter a different reason for holding the payment.

Control Company

Yes

Enter the code of the company for the invoice.

Invoice Date

Yes

Enter the transaction date of the vendor invoice.

Posting Date

Yes

Enter the posting date of the vendor invoice. The posting date is the date that the invoice transaction affects the general ledger.

Payment Terms

Yes

If this field is left blank, ProContractor automatically assigns the default payment terms for the vendor during import. If you want to specify different payment terms, or if the vendor is a new vendor, enter the payment terms for the invoice.

Net Due Date

Yes

If this field is left blank, ProContractor automatically assigns the net due date based on the invoice date and the payment terms. If you want to specify a different net due date, enter the new date.

Discount Amount

No

If this field is left blank, ProContractor automatically assigns the default discount amount based on the purchase amount and the discount percentage for the payment terms. If you want to specify a different discount amount, enter the discount amount for the invoice.

Discount Due Date

Yes

If this field is left blank, ProContractor automatically assigns the date on which the discounted payment is due based on the invoice date and payment terms. If you want to specify a different discount due date, enter the new date.

Owner

No

Enter the user code that identifies the owner of the invoice.

Memo

No

Enter any comments or notes about the invoice.

Invoice Description

No

Enter a description of the invoice.

Vendor Compensation Report Type

Yes

If this field is left blank, ProContractor assigns the default vendor compensation report type for the vendor. If you want to specify a different report type for the vendor invoice or if the vendor is a new vendor, enter the report type.

  • None

  • Rents - 1099-MISC

  • Non employee Compensation - 1099-NEC

  • Interest Income - 1099-INT

  • Construction Subcontractor Payments - T5018

External ID

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.

Remittance Lines - Use this section to enter up to 5 remittance lines for joint payee checks. The values entered here appear on the check in places of the typical vendor address. The values in the Remittance Line 1 and Remittance Line 2 fields will appear together as the payee on the check.

Tip: When you enter joint payees for a vendor, here are a few examples of how you might set up the remittance line fields:

With one joint payee:

Check Remittance Line 1

Check Remittance Line 2

Check Remittance Line 3

Check Remittance Line 4

Check Remittance Line 5

Vendor’s Name

AND First Joint Payee's Name

Vendor’s Address Line 1

Vendor’s Address Line 2

Vendor’s Address Line 3

With two joint payees:

Check Remittance Line 1

Check Remittance Line 2

Check Remittance Line 3

Check Remittance Line 4

Check Remittance Line 5

Vendor’s Name AND First Joint Payee's Name

AND Second Joint Payee's Name

Vendor’s Address Line 1

Vendor’s Address Line 2

Vendor’s Address Line 3

With three joint payees:

Check Remittance Line 1

Check Remittance Line 2

Check Remittance Line 3

Check Remittance Line 4

Check Remittance Line 5

Vendor’s Name AND First Joint Payee's Name
Tip: AND Second Joint Payee's Name AND Third Joint Payee's Name

Vendor’s Address Line 1

Vendor’s Address Line 2

Vendor’s Address Line 3

Check Remittance Line 1

No

If left blank, ProContractor automatically assigns the vendor name. If you want to specify a different value, enter the value to display on the first check remittance line for the joint payee.

Check Remittance Line 2

No

If left blank, ProContractor automatically assigns the word "AND." If you want to specify a different value, enter the value to display on the second check remittance line for the joint payee.

Check Remittance Line 3

No

If left blank, ProContractor automatically assigns the first line of the Remit To address (or the first line of the Main Address if no Remit To Address exists). If you want to specify a different value, enter the value to display on the third check remittance line for the joint payee.

Check Remittance Line 4

No

If left blank, ProContractor automatically assigns the second line of the Remit To address (or the second line of the Main Address if no Remit To Address exists). If you want to specify a different value, enter the value to display on the fourth check remittance line for the joint payee.

Check Remittance Line 5

No

If left blank, ProContractor automatically assigns the third line of the Remit To address (or the third line of the Main Address if no Remit To Address exists). If you want to specify a different value, enter the value to display on the fifth check remittance line for the joint payee.

Distribution Line worksheet

Use the Distribution Line worksheet to specify invoice line items that are not related to a purchase order or subcontract. This worksheet is required if the invoice is not related to a purchase order or subcontract.

Field

Required?

Description

Vendor

Yes

Enter the code of the vendor for the invoice.

Purchase Order/Subcontract Company

Conditional

If the invoice is associated with a purchase order or subcontract, enter the code of the company for the purchase order or subcontract.

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

Purchase Order/Subcontract

Conditional

If the invoice is associated with a purchase order or subcontract, enter the code of the purchase order or subcontract.

Invoice Number

Yes

Enter a code of up to 20 alphanumeric characters to identify the invoice.

Line Number

Yes

Enter the line number for the distribution line.

Transaction Type

Yes

Enter the transaction type for the distribution line.

  • General Ledger Only

  • Project Cost

  • Equipment Cost

If the first line for a given invoice is left blank, ProContractor automatically assigns the default transaction type specified for the vendor. If there is no default transaction type, ProContractor assigns General Ledger Only. For subsequent lines of the invoice, the default value is the transaction type of the previous line.

Distribution Company

Yes

Enter the distribution Company screen for the profit center.

Profit Center

Conditional

If the transaction type is Project Cost, enter the code of the Project screen for the line item.

Note: You can import data for projects on which you are set up as a project manager in ProContractor.

If the transaction type is Equipment Cost, enter the code of the Equipment screen for the line item.

Cost Code

Conditional

If the transaction type is Project Cost or Equipment Cost, enter the Equipment screen for the line item.

CMR

No

If the transaction type is Project Cost and there is a change management record for the line item, enter the code of the change management record.

Cost Type

Conditional

If the transaction type is Project Cost or Equipment Cost, enter the cost type for the line item.

Division

Yes

Enter the code of the division for the line item.

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

Cost Account

Yes

Enter the cost account for the line item. The cost account must have the same transaction type as the line item.

Sales Tax Authority

Conditional

If sales tax should be calculated, enter the code of sales tax authority for the line item.

Typically, the tax type is Sales. If use tax should be calculated instead, specify the use tax authority in the Use Tax Authority field.

Use Tax Authority

Conditional

If use tax should be calculated, enter the code of the use tax authority for the line item. Use tax should be calculated when the transaction type is Project Cost and the tax authority on the project is a non-nexus tax authority for the vendor.

Taxable

Yes

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

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Quantity

No

Enter the number of units for the line item.

Unit of Measure

No

Enter the unit of measure for the line item.

Description

No

Enter a description for the line item.

Purchase Amount

No

Enter the purchase amount for the line item.

Retainage Amount

No

Enter the retainage amount for the line item.

Tax Amount

No

Enter the tax amount for the line item.

Freight Amount

No

Enter the freight amount for the line item.

Meter Reading

No

If the transaction type is Equipment Cost, enter the equipment meter reading for the line item.

Meter Date

No

If the transaction type is Equipment Cost, enter the date of the meter reading for the line item.

Distribution Line Tax Detail worksheet

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

Field

Required?

Description

Vendor

Yes

Enter the code of the vendor for the invoice.

Purchase Order/Subcontract Company

Conditional

If the invoice is associated with a purchase order or subcontract, enter the code of the company for the purchase order or subcontract.

Purchase Order/Subcontract

Conditional

If the invoice is associated with a purchase order or subcontract, enter the code of the purchase order or subcontract.

Invoice Number

Yes

Enter up to 20 alphanumeric characters to identify the invoice number.

Line Number

Yes

Enter the line number for the distribution line.

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.

Non Taxable Amount

No

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

Tax Amount

No

Enter the tax amount for the line item.

Payment worksheet

Use the Payment tab if the invoice status is Pay or Manual Payment.

Field

Required?

Description

Vendor

Yes

Enter the code of the vendor for the invoice.

Purchase Order/Subcontract Company

Conditional

If the invoice is associated with a purchase order or subcontract, enter the code of the company for the purchase order or subcontract.

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

Purchase Order/Subcontract

Conditional

If the invoice is associated with a purchase order or subcontract, enter the code of the purchase order or subcontract.

Invoice Number

Yes

Enter a code of up to 20 alphanumeric characters to identify the invoice.

Payment Company

Yes

Enter the code for the Company screen from which the payment will be made.

Cash Account

Yes

Enter the cash account for the payment.

Payment Type

Yes

Select the method of payment.

Invoice Status = Manual Payment

  • Cash

  • Credit Card

  • Electronic Funds Transfer

  • Hand Written Check

    Invoice Status = Pay

  • Computer Printed Check

Payment Posting Date

Yes

Enter the posting date for the payment. The posting date is the date the payment affects the general ledger.

If the invoice status is Pay, complete the following fields as described.

Payment Posting Group

Conditional

Enter the code of the posting group for the payment. Payment groups enable you to group together multiple vendor invoices to print a single check.

Payment Group

No

Enter a code of up to 4 numeric characters to identify the payment group.

If the invoice status is Manual Payment, complete the following fields as described.

Transaction Number

Conditional

Enter a unique number to identify the payment. For example, if the payment type is Hand Written Check, enter the check number. This information is used for bank reconciliation.

Transaction Date

Conditional

Enter the transaction date for the payment.

Credit Card Number

No

Enter the number of the credit card used for the payment. Do not enter dashes or spaces.

Credit Card Expiration Date

No

Enter the expiration date of the credit card used for the payment.

Credit Card CVV Number

No

Enter the Card Verification Value (CVV) of the credit card used for the payment. The CVV is also known as the Card Security Code. It is typically a three-digit number printed to the right of the signature line on the back of the credit card. On some credit cards, the CVV is printed (not embossed) on the front of the credit card.

Credit Card Billing Information

No

Enter any credit card billing information. This may be the ZIP code of the credit card billing address.

Name as it appears on the Card

No

Enter the name that appears on the credit card used for the payment.

Bank Routing Number

No

Enter the bank routing number for the Electronic Funds Transfer (EFT). This is also known as the ABA number. Do not enter dashes or spaces.

Bank Account Number

No

Enter the bank account number for the EFT.

Transaction Type

No

Enter the transaction type for the EFT. Valid values:

  • Checking

  • Savings

Subcontract and Purchase Order Line Item worksheets

Use these worksheets for invoices associated with a purchase order or subcontract. Enter line items for the purchase order or subcontract.

Note: Enter lines only for amounts being distributed on this invoice. You do not have to create a line for each subcontract line.

Field

Required?

Description

Vendor

Yes

Enter the code of the vendor for the invoice.

Purchase Order/Subcontract Company

Conditional

If the invoice is associated with a purchase order or subcontract, enter the code of the company for the purchase order or subcontract.

Purchase Order/Subcontract

Conditional

If the invoice is associated with a purchase order or subcontract, enter the code of the purchase order or subcontract.

Invoice Number

Yes

Enter a code of up to 20 alphanumeric characters to identify the invoice.

Subcontract Line Number or Purchase Order Line Number

Yes

Enter the line number for the subcontract line item.

Note: If the purchase order or subcontract line number is blank, ProContractor attempts to determine the line number using the following values:

  • Purchase Order/Subcontract Company

  • Profit Center

  • Cost Code

  • CMR

  • Cost Type

  • Division

  • Cost Account

  • Lump Sum (purchase orders only)

If more than one line matches based on the values above, or if no lines match, the import fails.

Change Order (subcontracts only)

No

Enter the code for any change order for the subcontract line item.

Transaction Type (purchase orders only)

No

Enter the transaction type for the distribution line.

  • General Ledger Only

  • Project Cost

  • Equipment Cost

If the first line for a given invoice is left blank, ProContractor automatically assigns the default transaction type specified for the vendor. If there is no default transaction type, ProContractor assigns General Ledger Only. For subsequent lines of the invoice, the default value is the transaction type of the previous line.

Profit Center

Yes

Enter the code of the profit center for the subcontract line item.

Cost Code

Yes

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

CMR

No

If there is a change management record associated with the line item, enter the code for the change management record.

Cost Type

Yes

Enter the cost type for the line item.

Division

Yes

Enter the code of the division for the line item.

Cost Account

Yes

Enter the cost account for the line item.

Lump Sum

No

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

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Item

No

Enter the code of the purchase order line item.

Current Quantity Invoiced

No

If the invoice is for a non-lump sum subcontract, enter the number of units of the subcontract line item associated with the vendor invoice. You can enter positive or negative quantities.

Receiving Complete

No

Indicate whether or not receipts for the purchase order line item are complete. Note that this doesn't necessarily mean that you have received the entire ordered quantity, only that you are not expecting more receipts.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Unit Cost

No

If the invoice is for a non-lump sum subcontract, enter the cost per unit of the subcontract line item.

Unit Cost UOM

No

Enter the unit of measure for the purchase order line item.

Current Amount Invoiced

No

If the invoice is for a lump sum subcontract, enter the total amount of the subcontract line item associated with the vendor invoice.

Current Lump Sum Invoiced

Enter the amount of the lump sum line item to be invoiced.

Invoicing Complete

No

Indicate whether or not invoicing for the subcontract line item is complete.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Retainage Amount (subcontract only)

No

Enter the retainage amount for the subcontract line item.

Invoice Line Description (subcontract only)

No

Enter a description of the subcontract line item on the invoice.

Taxable

No

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

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Tax Amount

No

Enter the tax amount for the line item.

Freight Amount

No

Enter the freight amount for the line item.

Description (purchase order only)

No

Enter a description for the line item.

Subcontract and Purchase Order Line Item Tax worksheets

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

Note:

Enter lines only for amounts being billed on this invoice. You do not have to create a line for each purchase order or subcontract line.

Field

Required?

Description

Vendor

Yes

Enter the code of the vendor for the invoice.

Purchase Order/Subcontract Company

Conditional

If the invoice is associated with a purchase order or subcontract, enter the code of the company for the purchase order or subcontract.

Purchase Order/Subcontract

Conditional

If the invoice is associated with a purchase order or subcontract, enter the code of the purchase order or subcontract.

Invoice Number

Yes

Enter up to 20 alphanumeric characters to identify the invoice number.

Subcontract or Purchase Order Line Number

Yes

Enter the line number for the purchase order or subcontract line item.

Change Order (subcontracts only)

No

Enter the code for any change order for the subcontract 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.

Non Taxable Amount

No

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

Tax Amount

No

Enter the tax amount for the line item.

Vendor Invoice Import Template Field Reference

Purchase Order Lump Sum Detail worksheet

If a line item in the Purchase Order Line Item Detail worksheet is a lump sum line item, use Purchase Order Lump Sum Detail worksheet to enter items and quantities included in the lump sum purchase.

Field

Required?

Description

Vendor

Yes

Enter the code of the vendor for the invoice.

Purchase Order/Subcontract Company

Conditional

If the invoice is associated with a purchase order or subcontract, enter the code of the company for the purchase order or subcontract.

Purchase Order/Subcontract

Conditional

If the invoice is associated with a purchase order or subcontract, enter the code of the purchase order or subcontract.

Invoice Number

Yes

Enter up to 20 alphanumeric characters to identify the invoice number.

Purchase Order Line Number

Yes

Enter the line number of the line item for the purchase order.

Lump Sum Line

Yes

Enter the line number of the lump sum line item.

Item Number

No

Enter the code of the catalog item purchased as part of the lump sum line item.

Current Quantity Received

No

Enter the number of units received for the purchase order line item associated with the invoice.

Receiving Complete

Yes

Indicate whether receipts for the purchase order lump sum line item are closed. .

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Lien Releases worksheet

Use the Lien Releases worksheet to indicate that ProContractor will create a lien release for the invoice. This record may be created for an invoice associated with a purchase order or subcontract.

If this worksheet is not completed but you have set up lien management settings in ProContractor to automatically generate lien releases, ProContractor creates the lien release record automatically.

Field

Required?

Description

Vendor

Yes

Enter the code of the vendor for the invoice.

Purchase Order/Subcontract Company

Conditional

If the invoice is associated with a purchase order or subcontract, enter the code of the company.

Purchase Order/Subcontract

Conditional

If the invoice is associated with a purchase order or subcontract, enter the code of the purchase order or subcontract.

Invoice Number

Yes

Enter up to 20 alphanumeric characters to identify the invoice number.

Subcontract CO

No

Enter the code for any change order for the subcontract line item.

Project

Yes

Enter the project for the lien notice.

Cost Code

Conditional

If the transaction type is Project Cost or Equipment Cost, enter the Equipment screen for the line item.

CMR

No

If the transaction type is Project Cost and there is a change management record for the line item, enter the code of the change management record.

Action

Yes

Enter the action for the type of lien record to create for this invoice. If you leave this field blank, the system uses the action selected in the Lien Management Settings screen. Valid values:

  • Do Not Auto Create - A lien release record will not be created for this notice.

  • Create Sent Conditional Progress Release - A conditional progress lien release record will be created for this lien notice indicating that a lien release should be sent with the payment.

  • Create Sent Conditional Final Release - A conditional final lien release record will be created for this lien notice indicating that a lien release should be sent with the payment.

  • Create Sent Unconditional Progress Release - An unconditional progress lien release record will be created for this lien notice indicating that a lien release should be sent with the payment.

  • Create Sent Unconditional Final Release - An unconditional final lien release record will be created for this lien notice indicating that a lien release should be sent with the payment.

  • Create Received Conditional Progress Release - A conditional progress lien release record will be created for this lien notice indicating that a lien release was received with the invoice.

  • Create Received Conditional Final Release - A conditional final lien release record will be created for this lien notice indicating that a lien release was received with the invoice.

  • Create Received Unconditional Progress Release - An unconditional progress lien release record will be created for this lien notice indicating that a lien release was received with the invoice.

  • Create Received Unconditional Final Release - An unconditional final lien release record will be created for this lien notice indicating that a lien release was received with the invoice.

Release Received/Sent Date

Yes

Enter the date the lien release was received or sent or click to select the date from a Date Picker.

Release Through Date

No

Enter the date the lien was released through or click to select the date from a Date Picker.

Release Amount

No

Enter the amount of the lien being released. If the release amount is equal to the remaining balance, the action will default to a final release.

Release Description

No

By default, displays Release for Invoice [invoice number]. If needed, enter a description for the release.

Create Lien Release Form

No

Select the checkbox to indicate that ProContractor will create the lien notice document when the invoice is posted based on the form selected on the Enter Vendor Lien Notice & Release screen for the release type and attach it to the lien notice record.

Contacts & Routing worksheet

Use the Contacts & Routing worksheet to specify contacts associated with the invoice document and to specify document routing. Invoices may be reviewed and approved invoices only if the invoice status is Pending Approval.

Field

Required?

Description

Vendor

Yes

Enter the code of the vendor for the invoice.

Purchase Order/Subcontract Company

Conditional

If the invoice is associated with a purchase order or subcontract, enter the code of the company for the purchase order or subcontract.

Purchase Order/Subcontract

Conditional

If the invoice is associated with a purchase order or subcontract, enter the code of the purchase order or subcontract.

Invoice Number

Yes

Enter up to 20 alphanumeric characters to identify the invoice number.

One Time Contact

No

Indicate whether or not the contact is a one-time contact.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Contact Type

Yes

Enter the contact type for the contact.

Name

Yes

Enter the name of the contact.

Email As

No

Enter the type of e-mail recipient for the contact.

  • Primary

  • CC

  • BCC

Notes

No

Enter any comments or notes about the routing.

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

Vendor

Yes

Enter the code of the vendor.

Purchase Order/Subcontract Company

Conditional

If the vendor invoice is associated with a purchase order or subcontract, enter the code of the company.

Purchase Order/Subcontract

Conditional

If the vendor invoice is associated with a purchase order or subcontract, enter the code of the purchase order or subcontract.

Invoice Number

Yes

Enter the code for the invoice number.

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.