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Import Commitment SOV Line Items from a CSV File

Objective

To import the Program of Values (SOV) line items for a purchase order or subcontract using a Comma Separated Values (CSV) file. 

Background

To save time from manually adding line items to a purchase order's or subcontract's SOV, you can download a CSV file from your project, add your line items to that file and then import it into Procore. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Commitments tool.
  • Requirements:
  • Limitations:
    • Do NOT add or move data columns in the template. Doing so will cause the import process to fail. 
    • The import process only supports Comma Separated Values (CSV) files. 
    • Procore will NOT import line items when data entry is missing from these fields:
      • Cost Code Name. This must exactly match the cost code name in the Project Admin tool. 
      • Cost Code Number. This must exactly match the cost code number in the Project Admin tool. 
      • Line Item Type. 
      • Amount or Quantity/Description/Unit Price. This field must have a value entered. Your data entry requirements depend on the accounting method. See How do I set the accounting method for a contract?
    • Budget Codes:
      • The import template and process does NOT support budget codes (see What is a budget code?). Instead, you must enter the appropriate cost codecost type, and sub job combination for your line items directly into the import template. 
  • Additional Information:
    • You can add multiple line items with the same cost codes, even if they have the same category. In the example below, two separate line items are created.
      • 02-300 - Earthwork, M, 30,000
      • 02-300 - Earthwork, M, 60,500
    • If you have enabled the sub jobs feature (see Enable Sub Jobs and Add a Sub Job to a Procore Project), you can add a sub job to the commitment.
    • Line Item Types/Categories can be found by navigating to the Company Admin tool on the Contract Configuration page. 
    • If you want to manually add items to the SOV, see Add a Line Item to a Program of Values.

Prerequisites

  • The purchase order or commitment must be in the Draft status.

Steps

Download the Program of Values CSV Template

  1. Navigate to the project's Commitments tool.
  2. Under the Contracts tab, locate the purchase order or subcontract. Then click Edit.
  3. Click the Program of Values tab.
  4. Scroll to bottom of the page to the Import Program of Values from CSV section. 
  5. Optional: Click one (1) of the download links:
    • Blank Template. Downloads a blank file named csv_import.csv to your computer. 
    • One Showing Existing Line Items. Downloads a file named csv_import.csv that contains the existing SOV line items to your computer. 
      import-sov-from-csv-download.png
  6. Continue with Add SOV Line Items to the CSV Template

Add SOV Line Items to the CSV Template

  1. Open the csv_import.csv file that you downloaded. 
  2. Identify which accounting method the purchase order or subcontract is using. See How do I set the accounting method for a contract?
  3. Follow one of these steps to add line items to CSV file:

Amount-Based Accounting Method

When a contract is using the amount based accounting method (see How do I set the accounting method for a contract?), enter line items in the csv_import.csv file as follows:

  • Sub Job Code
    If sub jobs are enabled on your project, enter the sub job code. This column only appears when sub jobs are enabled. 
     Notes
  • Budget Line Item
    The budget line item number from the Head Contract SOV. It is not necessary to fill this out, since Procore will tie all Cost Code/Category Combinations together automatically and place them on the Budget tool.
  • Cost Code Name
    The detailed name of the cost code number in the following format: 'Division-Code - Title'. For example, 01-100 - Summary.
  • Cost Code Number
    The cost code number in the following format: 'Division-Code'. For example, 01-100.
  • Description
    Optional: A more detailed description of the line item.
  • Line Item Type
    Enter the appropriate cost type abbreviation for the cost code.
     Notes
    • If your company is using Procore's default cost types and abbreviations, see What are Procore's default cost types? for a list of abbreviations.
    • If you do NOT enter a valid abbreviation, the system will automatically classify the entry under 'Other'.  If your company's Procore Administrator has created a list of custom cost types (see Set Default Cost Types), enter one of those abbreviations here. 
    • If your project is NOT being synced with an integrated ERP system, this entry is optional. 
    • If your project is being synced with an integrated ERP system that supports the 'Cost Type' concept, this entry is required.  See Which integrated ERP systems support the 'Cost Type' concept?
  • Amount
    Enter a numeric value or the commitment amount. (The use of commas and/or the dollar symbol ($) are not required.) For example, '15000' is the correct syntax. If there is no dollar amount to enter, be sure to enter 0.00 (the import will not accept a blank cell).  
    NoteBlank lines still count as lines in the import process, so be sure to delete them from the end of the CSV file before importing. 

Unit/Quantity Based Accounting Method

When a contract is using the unit/quantity-based accounting method (see How do I set the accounting method for a contract?), enter line items in the csv_import.csv file as follows:

  • Sub Job Code
    If sub jobs are enabled on your project, enter the sub job code. This column only appears when sub jobs are enabled. 
     Notes
  • Subtotal Override
    To override the automatic calculation of the subtotal, enter a value here. If you enter a value here, always leave the Automatic Calculation fields ('Quantity', 'Unit Description' and 'Unit Price') blank. Do NOT complete both.
    OR
  • Automatic Calculation
    To use Procore's automatic calculation feature, enter a value in these fields. Do NOT complete the fields if you entered a value in the 'Subtotal Override' field. 
     Note
    • Quantity
      Enter a numeric value representing the quantity of the unit.
    • Unit Description
      Enter a description of the unit.
    • Unit Price
      Enter the price per unit.
    • Line Item Type
      Enter a valid cost type abbreviation for the cost code. See What are Procore's default cost types? and Set Default Cost Types. If your cost type entry does NOT exactly match a cost type in your company's Procore account, Procore will automatically classify the entry as the 'Other' cost type. 
  • Optional: Description
    Enter a detailed description of the line item.
  • Cost Code Number
    Enter a cost code number in the following format: 'Division-Code'. For example 01-100.
  • Cost Code Name
    Enter a detailed name of the cost code number in the following format: 'Division-Code - Title'. For example 01-100 - Summary.
  • Budget Line Item
    Enter a budget line item from the head contract's SOV. It is not necessary to fill this out, since Procore will tie all Cost Code/Category Combinations together automatically and place them on the Budget tool.

Update the Completed CSV Template to Procore

  1. Scroll to the bottom of the page.
  2. Choose one (1) of these option buttons:
     Note
    An asterisk (*) denotes Procore's default setting. 
    • Delete existing line items and add CSV as new items. Deletes any existing line items on the SOV and adds the line items from the CSV file as new line items. 
    • *Keep existing line items and add CSV as new items. Keeps all existing line items on the SOV and adds new line items from the CSV file as new line items. 
      purchase-order-import-sov.png
  3. Select the CSV file that you updated.
  4. Click Import.
     Note
  5. Wait a few seconds. Click the Program of Values tab to refresh its contents.
  6. Check the import and verify that all items of your commitment were properly imported.
  7. If you need to make further changes to the SOV, click Edit.
    • Add additional line items manually. 
    • Delete line items.
    • Update the cost code number.
    • Edit a line item's description, type or the amount.
  8. Choose from these options:
    • Click Save. This saves your updates. 
      OR
    • Click Save and Email. This saves your updates and sends a copy of the commitment to email recipients you designate. 

 

If you would like to learn more about Procore’s commitments software and how it can help your business, please visit our construction financials tool product page here.
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