Import bills from an Excel file

Prepare an Excel file for import

1. Open a blank Microsoft Excel spreadsheet or download the sample file.
2. Label the first row with the column names shown in the table below.

   Make sure that all the required fields are included. Field names do not contain any spacing within the word, or before and after.

   Make sure that the sheet is labeled as Sheet1.

3. Enter your data starting from the second row.

4. Save the file in Excel 97-2003 format (*.xls).
5. Close the file to enable Sage Construction Management to import the data.

Import the file

1. Go to Projects and select the appropriate project in the Quick Select section.
2. On the Project Home page, select Bills in the Procurement section.
3. Select Actions > Import From Excel.
4. Optionally, to update the pricing of imported items if their item code matches the code in the local work item database, select the respective checkbox.

5. Select Choose File and find the file on your local drive.

   The data will be imported automatically.

Microsoft Excel import sample

Download the bills sample file.

Bill file header fields

Column name / First row	Required (*)	Field type	Comments
InvoiceNumber	*	Text
InvoiceDate	*	Date	Recommended date format: DD-MMM-YYYY For example, 15-Oct-2023. US supported format: MM-DD-YYYY For example, 10/15/2023. ISO supported format: YYYY-MM-DD For example, 2023-10-15.
ProjectNumber	*	Text	The project number must exist in the system before importing the file.
PrimeContractNumber	*	Text	The prime contract number must exist in the system before importing the file.
ChangeOrderNumber		Text	The change order (CO) number must exist in the system before importing the file.
PONumber		Text	To link the bill to the purchase order (PO), the PO number must exist in the system before importing the file. If the PO number is missing, the field is ignored. Sage Construction Management uses the item description to match bill lines with PO line items.
SupplierCompany	*	Text	The company referenced in the file must already exist in the Contact Management module, and the name must match exactly. Otherwise, the bill will not be imported.
SupplierContact		Text	The contact referenced in the file must already exist in the Contact Management module, and the display name must match exactly. Otherwise, the bill will not be imported. You can also leave this field blank.
BillType		Text	The type referenced in the file must already exist in Settings () > Feature Settings > Procurement.
Subject	*	Text
Terms	*	Text	You must specify either the Terms or PayDueDate in the spreadsheet. If both fields are specified, Sage Construction Management will use the PayDueDate. Recommended date format: DD-MMM-YYYY For example, 15-Oct-2023. US supported format: MM-DD-YYYY For example, 10/15/2023. ISO supported format: YYYY-MM-DD For example, 2023-10-15.
PayDueDate		Date

Bill file item detail fields

Column name / First row	Required (*)	Field type	Comments
ItemNumber	*	Integer	For example, 1, 2, 3, and so on.
ItemCode		Text	If provided, Sage Construction Management will check the work items table based on the ItemCode field. If an item exists, then the work item's total cost rate can be used as the bill item's unit price.
ItemDescription	*	Text
ItemManufacturer		Text
ItemUPC		Text
ItemCatalogNum		Text
ItemUnit	*	Text	For example, Ea or LS. Must be 10 characters or fewer.
ItemQuantity	*	Number	If not specified, the default value is 1.
ItemUnitPrice	*	Number
ItemResource	*	Text	Options: M, L, E, S, O If the field is not specified, the default value is M.
ItemCostCode	*	Text	>The cost code must already exist in Sage Construction Management before importing the file.
ItemTaxCode		Text	The tax code must already exist in Sage Construction Management before importing the file. You can also leave this field blank.
BillableStatus		Text	Options: Billable, Unbillable, or On Hold. This field applies only to Cost Plus prime contracts.