Importing Schedules/Claims Feature in Profitz

Description

Profitz provides a powerful and user-friendly import function that allows users to quickly load client schedules or cost structures into a job. This is especially useful in civil operations where rapid job setup and accurate cost alignment are critical. The import tool includes built-in validation and error handling to ensure data integrity and streamline the onboarding of new jobs.

Purpose and Benefits

The Import function in Profitz enables users to:

• Import schedule data directly from spreadsheets
• Validate and preview data before posting
• Identify and correct errors before finalising the import
• Reuse client-provided schedules with minimal formatting effort

This functionality is ideal for civil and construction teams who frequently work with external schedules and need to tailor cost structures for new jobs.

How to Access

The Import function is available on most data-entry screens, including:

• Jobs › Job Setup
• Jobs › Client Orders
• Jobs › Subcontractor Orders
• Purchase Orders › Line Items
• General Ledger › Journals

In Profitz, we have created a generic Import function and on most screens, you’ll see the Import button.

Key Features

Step-by-Step: Importing a Client Schedule

1. Start the Import

Navigate to the relevant screen (Claims > Orders) and click the Import button.

2. Select or Drag-and-Drop the File

The generic Import File screen will appear. You can either:

• Click to browse and select a file from your PC or network
• Drag and drop a spreadsheet directly into the import window

3. Use the Sample Template (Optional)

Click the Sample button in the top-right corner to download a sample spreadsheet. This shows the required column headers. To prepare your client’s spreadsheet:

• Rename the column headers to match the sample
• Extra columns will be ignored during import

4. Preview the Imported Data

Once the file is loaded:

• The system auto-detects the header row
• Click Show Import Data to preview the imported lines

5. Validate the Data

Click Validate or Import & Validate. The system will:

• Ignore unnecessary columns
• Highlight any errors in the data

If errors are found (e.g., invalid codes), they will be flagged for correction.

6. Correct and Re-Import (If Needed)

If errors are detected:

• Open your spreadsheet
• Correct the flagged lines (e.g., fix miscoded P&G lines)
• Re-import the file
• Click Validate and Import

7. Finalise the Import

Once validation is successful:

• The schedule is imported into the job
• You can now proceed with client orders, or cost allocations

Best Practices

• Always use the Sample template to align your spreadsheet headers
• Validate before importing to catch errors early
• Reuse client-provided schedules by renaming columns instead of reformatting the entire file
• Use the import function during job setup to save time and reduce manual entry

Limitations

• Only columns matching the required headers will be imported
• Invalid codes or missing required fields will prevent successful validation
• Job cost lines must be reloaded manually after copying an invoice

FAQ

Can I import a schedule multiple times? Yes. You can import as many times as needed. Each import will overwrite or append based on the screen’s logic.

What happens to extra columns in the spreadsheet? They are ignored during import. Only required columns are processed.

Can I edit imported data before posting? Yes. After import, you can review and edit the data before saving or submitting.

What if I get validation errors? Correct the errors in your spreadsheet and re-import. The system will re-validate the data.

Related Articles

• [How to Set Up Client/Subcontractor Orders and Choose the Correct Order Structure]
• [How to Add or Edit Purchase Order Line Items]
• [How to Create a GL Journal]
• [How to Import Budget Lines into GL Budget Setup]