How To Guides
      Back to home
      1. Support Hub
      2. PayLab Knowledge Base
      3. How To Guides

      Bulk Import Contract Line Items

      Learn how to populate contract line items for your contracts using an imported excel file template.

      Overview

      This articles aims to guide you how to effectively utilize the Import Excel File function when establishing contract line items within your contract. It is designed for those who are either creating line items for a new contract or incorporating variations or materials into an existing one.

      Import Excel File

      When creating a new Contract, the Import Excel File function be found in their respective sections as shown below.

      24-12-09 - PAYLAB - Bulk Import Contract Line Items - Import Excel File

      However, if line items already exist then you will have to click Edit at the top right.

      24-12-09 - PAYLAB - Bulk Import Contract Line Items - Import Excel File You will then be able to find the Import Excel File button on the top right.

      24-12-09 - PAYLAB - Bulk Import Contract Line Items - Edit VariationOnce you click on it, hit the Download Template button and you can begin populating the excel file. Feel free to hit See Instructions and follow the instructions from there too.
      24-12-09 - PAYLAB - Bulk Import Contract Line Items - Download Template

      The Excel template you download will include separate sheets for base contract line items, variations, and material line items. Please complete only the sheets that are applicable to you.

       

      Base Contract

       
      1. The format of your Excel file is important. Please make sure the Sheet Name in your file to 'BaseContract' . 
      2. Please make sure you have the following columns in this order:
        Ref Description Quantity Unit Rate/Total Lump Sum (Y/N) Provisional (Y/N) Parent Ref Exclude from Retention (Y/N)
      3. Please make sure that columns:  Ref,  Description,  Quantity, and Rate have non empty values.
      4. To group items together, use the "Parent Ref" cells to specify the "Ref" of the parent item.
      5. Begin filling in the rows with the relevant information. A completed example for an Excavation works is shown below.
        Ref Description Quantity Unit Rate/Total Lump Sum (Y / N) Provisional (Y / N) Parent Ref Exclude from Retention (Y / N)
        58 Excavation Transportation and disposal - 08-100 (Excavation - General) 1 SUM 147285 Y N P58 N
        59 Excavation for services connection - 08-100 (Excavation - General) 1 SUM 2100 Y Y P58 N
        60 Excavation Reconnection to external - 08-100 (Excavation - General) 1 SUM 7178 Y N P58 Y
        61 Excavation H&S  - 03-450 (Health & Safety) 1 SUM 2572 Y N P58 Y
        62 Excavation Equipment hire - 08-100 (Excavation - General) 1 SUM 54500 Y N P58 N
        P58 Excavation              
      6. Once you have finished populating the spreadsheet with all the line items, save the spreadsheet (ctrl+s).
      7. Drag and drop or select it from your PC and press Import after it uploads.

      8. Your base contract line items should now be up!
        ,

      This example shows a Parent line item (P58) with multiple child items (58,59, 60, etc.) 

      Variations

       
      1. The format of your Excel file is important. Please make sure the Sheet Name in your file to 'Variations' . 
      2. Please make sure you have the following columns in this order:
        Ref Description Quantity Unit Rate/Total Submit Date Approved Date Variation Ref Detailed Description Lump Sum (Y/N) Provisional (Y/N) Parent Ref Exclude from Retention (Y/N
      3. Please make sure that columns:  Ref,  Description,  Quantity, and Rate have non empty values.
      4. To group items together, use the "Parent Ref" cells to specify the "Ref" of the parent item.
      5. Start entering the necessary information in the rows, making sure to format the dates as yyyy-mm-dd. Below is a completed example for Structural works for your reference.
        Ref Description Qty Unit Rate/Total Submit Date (yyyy-mm-dd) Approved Date(yyyy-mm-dd) Variation Ref Detailed Description Lump Sum (Y / N) Provisional (Y / N) Parent Ref Exclude from Retention (Y / N)
        V01 Lab Upgrade & Insulation Setdown Slab Changes                      
        V02 Streetlight Foundation Design 13.00 h 150 2024-04-06 2024-04-27 VA.100.12   N N   Y
        V03 Cafe Joinery Structural Review 50.00 h 150 2026-05-12 2026-06-02 VA.100.13   N N   Y
        V04 External Timber Framing Design 45.00 h 150 2027-07-20 2027-08-10 VA.100.14   N N   Y
        V01.1 Retaining Wall Construction Monitoring 65.00 h 150 2026-05-12 2026-06-02 VA.100.15 IoT and site cameras for retaining wall construction N N V01 Y
        *In Excel press CTRL+1. In the Format Cells box, click the Number tab. In the Category list, click Date, and then choose the yyyy-mm-dd format.
      6. Once you have finished populating the spreadsheet with all the line items, save the spreadsheet (ctrl+s).
      7. Drag and drop or select it from your PC and press Import after it uploads.

      8. Your variations s should now be up but still need to be approved first by the Certifier.

      Materials

      1. The format of your Excel file is important.Please name the Sheet Name in your file to 'Materials'.
      2. Please make sure you have the following columns in this order:
        Ref Description On site (Y/N) Detailed Description Exclude from Retention (Y/N)
      3. Please make sure that columns:  Ref,  Description have non empty values.
      4. Start entering the necessary information in the rows. See example below:
        Ref Description On site (Y/N) Detailed Description Exclude from Retention (Y/N)
      5. Make 'On site (Y/N)' column with 'Y' if item is On Site and 'N' if item is Off Site. When left blank item will be uploaded as off site.
      6. You can use the provided template for reference.
      7. Once uploaded, your browser will automatically download a pdf. Please check the downloaded pdf is correctly formatted before selecting the Import button