Purchase Order Import Template Field Reference

This field reference lists the fields in all worksheets of the Purchase Order 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 Purchase Order screen in ProContractor.

Purchase Order worksheet

Field

Required?

Description

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.

Purchase Order Company

Yes

Enter the code of the company for the purchase order.

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

Profit Center Type

No

If the purchase order is associated with a project, enter Project. If the purchase order is associated with equipment, enter Equipment.

Profit Center Company

No

If the purchase order is associated with a project, enter the code of the company for the project.

Profit Center

No

If you entered Project in the previous field, enter the code that identifies the project.

Note: You can import purchase orders only for projects on which you are a project manager.

If you entered Equipment in the previous field, enter the code for the piece of equipment.

Purchase Order

Yes

Enter a code of up to 8 alphanumeric characters to identify the purchase order. Alphanumeric characters include the letters A through Z, the numerals 0 through 9, and all special characters EXCEPT comma, dash, period, percent, tilde, and single quote. In addition, the code cannot begin or end with a space.

Order Stage

No

Enter the stage of the purchase order.

  • Entries in Process - A purchase order with a stage of Entries in Process is incomplete. This is typically the result of a request to a purchase officer from someone in the field.

  • Ready to Print - A purchase order with a stage of Ready to Print is complete and ready to be committed, but it cannot be received or invoiced.

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

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

    Note: If an Order Stage value is not in the import file, ProContractor assigns the order stage from the Purchasing Settings screen.

Vendor

Yes

Enter the code of the vendor for the purchase order.

Order Type

No

Enter the purchase order type.

Note: Purchase order types are defined in the Document Management Types screen.

Document Form

Yes

Enter the name of the Modify Forms screen for the purchase order.

Note: If a Document Form value is not in the import file, ProContractor assigns a default document form for the purchase order as follows:

  • If a document form is associated with the order type, that document form is assigned to the purchase order.

  • If a document form is not associated with the order type, the default purchase order form from the Modify Forms function is assigned to the purchase order.

Payment Terms

Yes

Enter the Payment Terms screen for the invoice .

Note: If a Payment Terms value is not in the import file, ProContractor assigns the payment terms for the vendor to the purchase order.

Order Description

No

Enter a description of the purchase order.

Memo

No

Enter any comments or notes about the purchase order.

PO Date

Yes

Enter the date for the purchase order.

Promised Date

No

Enter the date by which the vendor promised that you would receive the purchase order.

Required Date

No

Enter the date by which the purchase order must be received.

Purchasing Agent

No

Enter the name of the contact who is the purchasing agent for the purchase order.

Owner

No

Enter the user code of the current owner of the purchase order.

Priority

Yes

Enter the priority of the purchase order.

  • High

  • Normal

  • Low

Status

Yes

Enter the status for the purchase order . The status sets the active/inactive state of the purchase order document.

Closed Date

Conditional

If the status entered in the previous field sets the purchase order document to Inactive, enter the date the purchase order became inactive.

Payment Hold

No

Indicate whether or not invoices for this purchase order should be available for payment selection.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Send To Address - Enter the address where you want to send the purchase order.

Send To Address Street 1

No

Enter the first line of street portion of the Send To address.

Send To Address Street 2

No

Enter the second line of the street portion of the Send To address.

Send To Address City

No

Enter the city of the Send To address

Send To Address State

No

Enter the state () or province () of the Send To address.

Send To Address Zip

No

Enter the ZIP code () or postal code () of the Send To address.

Send to Address Country

No

Enter the country for the purchase order's Send To address.

Shipping Information - Enter shipping details, including the Ship To address for receiving the purchase order.

Freight On Board

No

Enter any freight on board (FOB) information for the purchase order. For example:

You might enter DEST or SHIPPER if the shipper (that is, the vendor) will pay FOB charges or SHIP PT or PURCHASER if the receiver (purchaser) will pay the FOB charges.

Drop Shipment

No

Indicate whether or not the purchase order is to be drop shipped.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

If you selected not to enter receipts for drop shipments on the Purchasing Settings screen, the drop-shipped items are considered received when you enter an invoice for them.

Ship To Type

No

Enter the location type where the purchase order will be shipped.

  • Project

  • Vendor

  • Warehouse

  • Customer

Address Source

No

Enter the code for the project, vendor, warehouse, or customer where the purchase order will be shipped.

Note: If the Ship To address fields in the import file (see below) are blank, ProContractor uses the address of the source selected in this field as the ship to address. For example, if the address source selected is a specific project and the ship to address fields are blank in the import file, ProContractor automatically uses the project's address in the system as the ship to address for the purchase order.

Ship To Address Street 1

No

Enter the first line of street portion of the Ship To address.

Ship To Address Street 2

No

Enter the second line of street portion of the Ship To address.

Ship To Address City

No

Enter the city of the Ship To address.

Ship To Address State

No

Enter the state () or province () of the Ship To address.

Ship To Address Zip

No

Enter the ZIP code () or postal code () of the Ship To address.

Ship To Address Country

No

Enter the country for the purchase order's Ship To address.

Consolidate Like Items for Printing

No

Indicate whether or not line items that contain the same item, description, unit cost, unit cost unit of measure , and required date will be consolidated on the printed purchase order. Valid values:

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Sales Tax Authority

No

If sales tax should be calculated for the purchase order, enter the code of the tax authority used to calculate sales tax.

Use Tax Authority

No

If use tax should be calculated for the purchase order, enter the code of the tax authority used to calculate use tax.

Note: If the purchase order is project-related and the tax authority on the project is a Vendor screen for the vendor, use tax should be calculated.

PO Message

No

Enter a message to be included on the printed purchase order.

Other Terms and Conditions

No

Enter any terms and conditions to be included on the printed purchase order.

Item Detail worksheet

Use the Item Detail worksheet to enter line items for the purchase order.

Field

Required?

Description

Purchase Order Company

Yes

Enter the code of the company for the purchase order.

Profit Center Type

No

If the purchase order is associated with a project, enter Project. If the purchase order is associated with equipment, enter Equipment.

Profit Center Company

No

If the purchase order is associated with a project, enter the code of the company for the project.

Profit Center

No

If you entered Project in the previous field, enter the code that identifies the project. If you entered Equipment in the previous field, enter the code for the piece of equipment.

Purchase Order

Yes

Enter a code of up to 8 alphanumeric characters Alphanumeric characters include the letters A through Z, the numerals 0 through 9, and all special characters EXCEPT comma, dash, period, percent, tilde, and single quote. In addition, the code cannot begin or end with a space. to identify the purchase order.

Line Number

Yes

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

Transaction Type

Yes

Enter the transaction type of the purchase order.

  • General Ledger Only

  • Project Cost

  • Equipment Cost

Inventory Purchase

Yes

If the transaction type is General Ledger Only, indicate whether or not the purchased line item is for inventory. If the line item is for inventory, you must enter a non-zero cost warehouse for the line item.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

If the purchase order is for inventory, the unit cost for the items in the purchase order will include sales tax, and ProContractor will update the last cost for the item when the purchase order is received.

Distribution Company

Yes

Enter the code of the distribution company for the profit center.

Item Detail Profit Center

Conditional

If the transaction type is Project Cost, enter the code of the Project screen for the line item. 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 cost code on which revenue can be tracked for the line item.

CMR

No

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

Cost Type

Conditional

If the transaction type is Project Cost or Equipment Cost, enter the code of the cost type for the line item. The cost type must be set up for use with the distribution company and vendor for the line item.

Division

Yes

Enter the code of the division for the line item.

Note: If this field is left blank, ProContractor automatically uses the division from the profit center.

Account

Yes

Enter the Chart of Accounts screen 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 the line item is taxable.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

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

Sales Tax Authority

Conditional

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

Note: If this field is left blank, ProContractor automatically uses the tax authority from the project if the purchase order is project-related; otherwise, the tax authority from the vendor is used. ProContractor determines the type of tax to calculate (in other words, sales or use) based on the nexus/non-nexus specification for the tax authority in the vendor setup.

Use Tax Authority

Conditional

If use tax should be calculated for the line item, enter the code of the tax authority used to calculate use tax.

Note: If the purchase order is project-related and the tax authority on the project is a Vendor screen for the vendor, use tax should be calculated.

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

If the line item is a lump sum line item, you must complete the Item Lump Sum Detail tab.

Item

No

If the line item is for an inventory purchase, enter the code of the catalog item.

Item Description

No

Enter a description of the line item.

Quantity

No

Enter the number of units ordered for the line item. If needed, you can enter a negative quantity to indicate that you are returning the item.

Unit of Measure

Conditional

Enter the code for 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

Enter the code for 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 for the line item, based on the amount and the tax authority's rate.

Required Date

No

Enter the date by which the line item must be received.

Drop Shipment

No

Indicate whether or not the line item is to be drop shipped.

  • Yes/No

  • Y/N

  • True/False

  • On/Off

Warehouse

No

Enter the code of the ship-to warehouse for the line item.

Receiving Note

No

Enter a receiving note for the line item.

Item Tax Detail worksheet

If there is more than one tax authority for a line item, use the Item Tax Detail worksheet to specify details for each applicable tax authority (including the primary tax authority).

If this worksheet is not completed, ProContractor automatically creates the tax detail lines for the lines from the Item Detail worksheet worksheet based on the Taxable and Tax Authority values.

Field

Required?

Description

Purchase Order Company

Yes

Enter the code of the company for the purchase order.

Profit Center Type

No

If the purchase order is associated with a project, enter Project. If the purchase order is associated with equipment, enter Equipment.

Profit Center Company

No

If the purchase order is associated with a project, enter the code of the company for the project.

Profit Center

No

If you entered Project in the previous field, enter the code that identifies the project. If you entered Equipment in the previous field, enter the code for the piece of equipment.

Purchase Order

Yes

Enter a code of up to 8 alphanumeric characters to identify the purchase order.

Note: Alphanumeric characters include the letters A through Z, the numerals 0 through 9, and all special characters except comma, dash, period, percent, tilde, and single quote. In addition, the code cannot begin or end with a space.

Line Number

Yes

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

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 calculated tax amount for the line item, based on the taxable amount and the tax authority's rate.

Item Lump Sum Detail worksheet

If a line item in the Item Detail worksheet is a lump sum line item, use the Item Lump Sum Detail worksheet to enter lump sum details.

Field

Required?

Description

Purchase Order Company

Yes

Enter the code of the company for the purchase order.

Profit Center Type

No

If the purchase order is associated with a project, enter Project. If the purchase order is associated with equipment, enter Equipment.

Profit Center Company

No

If the purchase order is associated with a project, enter the code of the company for the project.

Profit Center

No

If you entered Project in the previous field, enter the code that identifies the project. If you entered Equipment in the previous field, enter the code for the piece of equipment.

Purchase Order

Yes

Enter a code of up to 8 alphanumeric characters to identify the purchase order.

Note: Alphanumeric characters include the letters A through Z, the numerals 0 through 9, and all special characters except comma, dash, period, percent, tilde, and single quote. In addition, the code cannot begin or end with a space.

Line Number

Yes

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

Lump Sum Line Number

Yes

Enter the line number of the lump sum line item.

Item

No

Enter the code of the catalog item of the lump sum line item.

Description

No

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

Unit of Measure

Yes

Enter the code of the unit of measure for the lump sum line item.

Ordered Quantity

No

Enter the number of units ordered for the lump sum line item.

Lien Notice worksheet

Use the Lien Notice worksheet to indicate that ProContractor will create a lien notice record when the purchase order's status is changed to Committed. Use only for purchase orders that are project-related.

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

Field

Required?

Description

Purchase Order Company

Yes

Enter the company for the purchase order.

Profit Center Type

No

If the purchase order is associated with a project, enter Project. If the purchase order is associated with equipment, enter Equipment.

Profit Center Company

No

If the purchase order is associated with a project, enter the code of the company for the project.

Profit Center

No

If you entered Project in the previous field, enter the code that identifies the project. If you entered Equipment in the previous field, enter the code for the piece of equipment.

Purchase Order

Yes

Enter a code of up to 8 alphanumeric characters to identify the purchase order.

Action

Yes

Enter the type of lien notice record to create for the project and purchase order 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.

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 Contacts & Routing worksheet to associate contacts with the purchase order document.

Field

Required?

Description

Purchase Order Company

Yes

Enter the company for the purchase order.

Profit Center Type

No

If the purchase order is associated with a project, enter Project. If the purchase order is associated with equipment, enter Equipment.

Profit Center Company

No

If the purchase order is associated with a project, enter the code of the company for the project.

Profit Center

No

If you entered Project in the previous field, enter the code that identifies the project. If you entered Equipment in the previous field, enter the code for the piece of equipment.

Purchase Order

Yes

Enter a code of up to 8 alphanumeric characters to identify the purchase order.

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.

Role

No

Enter the contact's role.

  • Vendor Contact

  • Requested By

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.

Routing Type

No

Enter the type of review expected by the contact.

  • 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 of the routing distribution. The status type sets the active/inactive status of the routing distribution.

Memo To User

No

If you are not the contact on this line, enter any comments or notes you have about the document.

Memo From User

No

If you are the contact on this line, enter any comments or notes about the document.

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

Purchase Order Company

Yes

Enter the code of the company for the purchase order.

Profit Center Type

No

If the purchase order is associated with a project, enter Project. If the purchase order is associated with equipment, enter Equipment.

Profit Center Company

No

If the purchase order is associated with a project, enter the code of the company for the project.

Profit Center

No

If you entered Project in the Profit Center Type field, enter the code that identifies the project. If you entered Equipment in the Profit Center Type field, enter the code for the piece of equipment.

Purchase Order

Yes

Enter the code of the purchase order.

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.