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Update the Bill of Quantities on a Funding

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 Limited Release
flag-us.png The Funding tool is available as a limited release for Procore customers in the United States who have implemented the Procore for Owners point-of-view dictionary. To learn more, see What tool names and terms are different in Procore for main contractors, owners and speciality contractors?

Objective

To describe the different ways you can update the line items on a funding's Bill of Quantities (BOQ).

Background

After creating a funding, you can choose from three (3) methods to add line items to the BOQ: 

  • Add Line Items to the BOQ
    If the BOQ only has a few line items or if you want to manually add new line items to the BOQ, use the 'Add Line' button to manually enter each BOQ line item. 
  • Create the BOQ from the Project's Budget
    If you want to structure the BOQ to match your budget line items, Procore gives you an option to import your BOQ line items directly from the Procore's Budget tool. This method automatically creates the BOQ for you using your project's budget line items as its data source. 
  • Import the BOQ from a CSV File
    If you would prefer to build the BOQ using a spreadsheet program, such as Microsoft Excel, you can download a blank template that matches your table structure, add your BOQ line items to the spreadsheet, save the file to the Comma Separated Values (CSV) file format and then import your line items. You can also use the import process to replace all existing line items on the BOQ or you can keep any existing line items and add additional ones. 

Things to Consider

Prerequisites

Steps

There are several ways to add and update line items on the BOQ:

Add Line Items to the BOQ

  1. Navigate to the project's Funding tool.
  2. Locate the funding to update and click its Number link. 
  3. Click the Bill of Quantities tab.
  4. Click Add Line.
  5. Complete the data entry as follows:
    1. Budget Code
      Select a budget code or click Create Budget Code to create a new one. See What is a budget code in Procore's WBS? 
    2. Description
      Enter a description for the line item. For example, type: Monthly Service Fee
    3. Qty
      Enter the number of units.
    4. UoM
      Select the Unit of Measure (UoM) from the list. See Which units of measure are included on Procore's master list? and Add a Unit of Measure to the Unit of Measure Master List.
    5. Unit Cost
      Enter the cost per unit in this box. You'll notice that the value in this column contains four (4) decimal points (for example, £0.0000) to allow you to enter the specific value required to calculate accurate pricing. 
      Example
      If you are buying 50,000 units for £1,006,625.00, you would enter a unit price of £20.1325. 
    6. Amount
      The system automatically calculates the subtotal for you, based on the Qty, UOM, and Unit Cost entries. 
  6. Repeat the above steps for all line items.
  7. Choose one of these options:
    • Click Save
      OR
    • Click Save & Email.  

Create the BOQ from the Project's Budget

 Note

If you will be creating the BOQ from the project's budget as described below, ensure the BOQ is blank. You can only use these steps below when the BOQ has zero (0) line items. You must also:

  1. Navigate to the project's Funding tool. 
  2. Locate the funding to update. Then click its Number link.
  3. Click the Bill of Quantities tab.
  4. ​Below the 'Bill of Quantities' table, click Import. Then choose BOQ from Budget from the drop-down menu.

    import-sov-from-budget.png
     
  5. In the 'Import Bill of Quantities from Budget?' window, click Import. 
    • If the BOQ is blank, the following message appears. 

      import-sov-blank.png
    • If the BOQ has existing line items, all existing line items will be replaced with the line items in the budget.
      import-sov-from-budget-window.png

      Procore replaces any existing line items on the Bill of Quantities with the line items current in the project's budget. This can take several minutes. Once the import is complete, a GREEN banner appears to indicate the action was successful and the line items appear in the 'Bill of Quantities' table. 

Import the BOQ from a CSV File

Customise the Delimiter & Download a Blank Template

  1. Navigate to the project's Funding tool. 
  2. In the table, click the Number link for the funding to open. 
  3. Click the Bill of Quantities tab. 
  4. At the bottom the Bill of Quantities page, click Import BOQ from CSV. 
  5. In the Import Bill of Quantities from CSV window, choose these options:
    • Click Customise CSV Delimiter to reveal the options. 
    • Under Choose CSV Delimiter, choose one of these options:
       Tip
      What is a delimiter? A delimiter is a character used to separate values or text strings. It marks both the beginning and end of a unit of data.
      • Comma. Separates data using a  comma (,). This is Procore's default option. 
      • Semicolon. Separates data using a semicolon (;). 
  6. Click the Download Blank CSV Template button.
    Procore downloads a blank template file named 'Subcontract BOQ Template' the download location specified for your web browser.  

Add Line Items to the Blank Template

  1. On your computer, open the template that you just downloaded. 
  2. Follow one (1) of these steps to add line item(s) to your blank template:
     Tip

Amount-Based Accounting Method

Unit/Quantity Based Accounting Method

Import the Completed CSV Template to Procore

  1. Navigate to the Main Contracts tool. 
  2. In the table, click a Number link to open the contract.
  3. Under the General tab, click Bill of Quantities.
  4. In the Bill of Quantitiess card, click Edit. 
    This places the BOQ into edit mode.
  5. Below the table, click Import and choose BOQ from CSV.
    This opens the Import Bill of Quantities from CSV window. 

    prime-import-sov-from-csv.png
  6. Upload the file as follows:
    • Click Upload File and select the completed template to upload.
      OR
    • Drag-and-drop the completed template to the CSV File area.
  7. Depending on the state of your main contract, choose the appropriate option:
    • To add more line items to the main contract, select Add Additional Line Items, then click Import. 
    • To replace all existing line items on the main contract with the template, select Replace Existing Line Items, then click Import.

Procore imports the template and displays a success banner. If you see an error message, click Show Error to learn why the import failed.