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Import Multi-Level Cost Codes to the Project Admin Tool

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IMPORTANT! In order to protect the integrity of your company’s data, Procore Employees are restricted from modifying the data that clients submit in all Procore Import Templates. This restriction applies to all data modifications, including correcting typographical errors. If Procore determines that errors are present in any Procore Import Template that you submit to Procore, it will be returned to you for correction. Please note that the import process may take up to 72 hours to process.

 

Objective

To import multi-level cost codes to the Project level Admin tool.

Background

The Project level Admin tool provides users with 'Admin' level permission with the ability to create multi-level cost code structures that can be used to manage, report and track budgets associated with a Procore construction project. The cost code structure in Procore supports up to five (5) levels (a.k.a., tiers, levels of detail, codes and so on). This hierarchical structure provides Procore's clients with a significant amount of flexibility for defining the company and project cost code structure(s).

Most Procore customers create a two (2) level cost code structure. To learn how to import custom cost codes with two (2) levels, see Import Custom Cost Codes to a Company and Import Custom Cost Codes to a Project.

In Procore, cost code structures that contain three (3) or more levels are referred to as multi-level. To learn how to import multi-level cost codes, you have these options:

You can also expedite the import process by performing your own cost codes import using the Procore Imports app. See Import Cost Codes into the Project Level Admin Tool (Procore Imports).

Cost Code Structure

Procore customers create varied cost code structures to use for budget and cost accounting. The specific cost code structure that your company chooses to use in Procore will depend upon your company's specific accounting methods, practices and requirements. For simplicity, most customers choose Procore's a two (2) level or three (3) level cost code structure. However, Procore's supports a structure of up to five (5) levels.

The table below shows some commonly used terminology that corresponds to Procore's supported cost code levels.

Procore (2 Level Template) Procore (3-5 Level Templates) CSI MasterFormat Project Accounting
Division Cost Code Level 1 Division Project
Cost Code Cost Code Level 2 Subdivision Subsidiary
Unused Cost Code Level 3 Section Work Breakdown Structure (WBS)
Unused Cost Code Level 4 Subsection Actual Work Activities
Unused Cost Code Level 5 Subsection Labour, Equipment, Material (LEM)


Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the Project level Admin tool.
  • Cost Code Structure:
    • Procore supports up to five (5) cost code levels.
      Important! In order to support a cost code structure with three (3) or more levels, the Project level Budget tool must also be configured to use the (Multi-Level) Procore Standard Budget view. This is instead of the Procore Standard Budget View.  
  • CSI Master Format:
  • CSV File Requirements:
    • For general formatting considerations, see How do I prepare my data for import into Procore?
    • The XLSX file must be formatted as a table. 
    • The first line of the table must include the header, which defines the fields in the table.
    • The table in the cost code import template must contain the following header row:
      • Three (3) Level: Cost Code Level 1, Cost Code Level 2, Cost Code Level 3, and Description.
      • Four (4) Level: Cost Code Level 1, Cost Code Level 2, Cost Code Level 3, Cost Code Level 4,  and Description.
      • Five (5) Level: Cost Code Level 1, Cost Code Level 2, Cost Code Level 3, Cost Code Level 4,  Cost Code Level 5, and Description.
  • Additional Information:

Steps

Complete the following steps in the order below:

  1. Set Up a Multi-Level Budget View
  2. Download a Multi-Level Import Template
  3. Update the Multi-Level Import Template
  4. Request a Multi-Level Cost Code Import
  5. Perform the Multi-Level Cost Code Import
  6. Validate the Multi-Level Cost Code Import

Set Up a Multi-Level Budget View

If you will be using a cost code structure with three (3) or more cost cod levels on one (1) or more projects in your company's Procore account, you'll need to set up a Budget View for those project(s) at the Company level.

  1. Navigate to the Company level Admin tool. 
  2. Under 'Tool Settings', click Budget.
  3. Click Set Up New Budget View.
  4. Under Standard Views, click (Multi-Level) Procore Standard Budget.
    On the right side of the Set Up New Budget View window, note that each Cost Code Level in Procore has a corresponding Column Name. 

    budget-multi-level.png
     
  5. Click Create. 
    This creates the new budget view. You can now name, configure and adjust the columns in your new view as desired.
    Important! If your company has enabled the Company level ERP Integrations tool and if you are planning to use the (Multi-Level) Procore Standard Budget view on projects that will be syncing data with a integrated ERP system, you will also need to update the Direct Cost and Job To Date columns. See Add the 'ERP Direct Costs' Column to a Procore Budget View for ERP Integrations.
    To learn more detailed information about budget views, see these topics:

Download a Multi-Level Import Template

To create a cost code structure for use with your company account or a Procore project, you must always download and completely fill out the Procore's cost code import template. 
Note: Procore's import templates are designed for use with Microsoft Excel. For best results, it is recommended that you only update these templates with Microsoft Excel and avoid using other spreadsheet project groups (e.g., Google Sheets, Smartsheets, and so on).

Update the Multi-Level Import Template

To update the multi-level import template, follow the instructions in Prepare Cost Codes for Import to the Procore Imports App.

Request a Multi-Level Cost Code Import

After you update the template, include it in your request. To request a multi-level cost code import for a project, you must have 'Admin' level permission on the Project level Admin tool. 

  1. Determine the segment for which you want to import segment items:
     Tip

    What's the difference between a segment and segment item? To learn about the differences, see What is the difference between a flat and tiered segment in Procore's WBS? 

    • Cost Code
      This is one of Procore's default segments. It is a tiered segment. 
    • Cost Type
      This is one of Procore's default segments. It is a flat segment.
    • Sub Job
      This is an optional segment for use with your Project level Work Breakdown Structure. It is a flat segment. It must be enabled by your company's Procore Administrator. See Enable Sub Jobs for WBS
    • Custom
      With Work Breakdown Structure, you can create an unlimited number of flat or tiered custom segments. See What custom segments should we create for our company's Work Breakdown Structure?
  2. Compose an email message as follows:
    Example

    When sending an email request, include the following information in your message:

  3. Send your email to: imports@procore.com
     Notes
    • A member of the Procore Imports Team wil contact you with any questions about your request.
    • A member of the Procore Imports Team will also contact you when the import is complete.
  4. Once complete, verify that your data appears as expected in Procore. 

Perform the Multi-Level Cost Code Import

After your request is received, a member of the Procore Imports Team will verify that your completed import template meets the formatting and data requirements. After the import template is accepted for processing, Procore will perform the import for you. This process can take up to 72 hours. You will be notified when the import is complete, so you can validate the imported data. See Validate the Multi-Level Cost Code Import.

Validate the Multi-Level Cost Code Import

  1. Navigate to the company's or project's Admin tool. 
  2. In the right pane, click the Cost Codes link. 
  3. On the page that appears, validate that the imported cost code structure displays as expected. 
    As shown in the illustrations below, cost codes imported at the company level appear on the left side of the page in the Admin tool, while cost codes imported at the project level appear on the right side of the page. 

    Company Level Admin Tool: After a Cost Code Import
    edit-sccs.png

    Project Level Admin Tool: After a Cost Code Import
    admin-project-cost-codes.png

See Also