Set up job cost codes, prime contracts, and budgets using 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

Use the Contract Admin Setup Wizard to import the file.

Set up revenue budgets when original contract items (Schedule of Values) do not match cost codes one-to-one

When original contract items do not align one-to-one with cost codes, follow the steps below to set up revenue budgets correctly.

1. Prepare the import Excel file as described in this help topic and set the RevenueBudget column to zero (0) for each cost code.

2. Run the Contract Admin Setup Wizard to create job cost codes, the prime contract, and internal cost budgets.

3. Open the generated prime contract and import the contract items (Schedule of Values) from the Excel file.

Microsoft Excel import samples

Industry Standard Codes:

• CSI 95 - Divisions
• CSI 2016 - Divisions
• Uniformat - All

Home building:

• National Association of Home Builders (NAHB)

Design-build:

• Design-build - Custom home
• Design-build - Landscape contractor

Land development (residential or commercial):

• Land development

Subcontractor:

• Sitework
• Concrete
• Masonry
• Electrical
• HVAC
• Plumbing
• Utilities
• Finishes - All
• Finishes - Ceilings
• Finishes - Drywall and plaster
• Finishes - Flooring
• Finishes - Painting

Unit Price prime contracts:

• Billable Unit Price items with no sub-items
• Billable Unit Price items with material sub-items

Microsoft Excel file fields

Column name / First row	Required (*)	Field type	Comments
Job Cost Code Fields
Order	*	Number	The order number determines the sort order of the job cost code list.
CostCode	*	Text	When integrating Sage Construction Management with an accounting system, such as Intuit QuickBooks, either the cost code or an internal grouping field is matched to the corresponding service item in that system.
CostCodeDescription	*	Text
ItemCode		Text	This code applies to original prime contract items (Schedule of Values). It’s typically left blank, which is why it is not included in the default templates.
Quantity	*	Number	If the quantity is not specified, the default value is 1. For Unit Price contracts, the Quantity is the same as Estimated Project Quantity.
Units	*	Text	For Unit Price contracts, enter the unit of measure that corresponds to the estimated project quantity. Otherwise, the unit of measure is typically LS.
Job Cost Code Internal Grouping Fields
CostCodeDiv		Text	All internal grouping fields are optional. These fields are used to group financial data independently of job cost codes. For example: Cost code: 03300 Cost code description: Concrete Formwork Cost code division: 03000 Cost code division description: Concrete Cost code major: 03300 Cost code major description: Concrete Formwork
CostCodeDivDesc		Text
CostCodeMaj		Text
CostCodeMajDesc		Text
CostCodeMin		Text
CostCodeMinDesc		Text
CostCodeSubmin		Text
CostCodeSubminDesc		Text
Default Tax and Workers Compensation Codes
ARTaxCode		Text	Applicable to prime contracts, change proposal requests (CPRs), change orders (COs), and prime invoice billed retainage (holdbacks). Tax codes can be set up in Settings () > Company Settings > Taxation.
APTaxCode		Text	Applicable to purchase orders (POs), bills, subcontracts, subcontract change orders (SCOs), sub invoice billed retainage (holdbacks), and employee miscellaneous expenses. Tax codes can be set up in Settings () > Company Settings > Taxation.
WorkCompCode		Text	Applicable to labor timecards. Workers compensation codes can be set up in Settings () > Feature Settings > Time & Expenses.
Owner Cost Codes
OwnerCostCode		Text	For projects where the owner or customer requires a cost code structure different from your internal system, owner cost codes can be created and linked to internal cost codes. For example, CostCode and CostCodeDescription.
OwnerCostCodeDesc		Text
Prime Contract Cost Budgets
MatlCostBudget		Number	The estimated or original cost budget fields must not include profit or fee. These values will be compared against Committed Costs (POs, subcontracts, SCOs, labor timecards, and equipment timecards) and cost‑to‑date transactions (bills, sub invoices, labor timecards, and equipment timecards).
LbrBaseCostBudget		Number
LbrBurdenCostBudget		Number
EqpBaseCostBudget		Number
EqpBurdenCostBudget		Number
SubCostBudget		Number
OtherCostBudget		Number
Prime Contract Revenue Budgets
RevenueBudget		Number	Fixed Lump Sum contract: Revenue budget = Proposal amount, Schedule of Values (commercial), or bank draws (residential) Cost Plus with Guaranteed Maximum Price (GMP) contract: Revenue budget = Guaranteed Maximum Price Unit Price contract: Revenue budget = estimated contract amount using the estimated project quantities This field does not apply to Cost Plus contracts without a Guaranteed Maximum Price (GMP).
Prime Contract Hour Budgets
LbrHrsBudget		Number	The estimated hour budget fields are compared against labor timecards and equipment timecards. If these fields are not included in the spreadsheet, the budget values will default to zero (0).
EqpRunTimeHrsBudget		Number
EqpDownTimeHrsBudget		Number
EqpIdleTimeHrsBudget		Number