Importing Estimates

Aspire allows you to import estimates from input files that can be created using Microsoft Excel, OnCenter, or other estimating tools. This action is initiated on the Estimate screen using the Import option in the Options menu. For the Import option to be available, you must have the Import Estimate permission enabled. 

OnCenter is a job estimating tool used by some companies.  For estimate files created using OnCenter, Aspire converts them to the Aspire file format and then uses that format to import them into Aspire. This all occurs as a single action. See the following sections for details.

Aspire File Format

The CSV or Excel file must be formatted according to the following rules shown in this example:

1. Data in the file must be comprised of five columns:
   • Group Name – Name of the group in the estimate within which the service and line item should be placed when imported.
   • Service Name – Name of the Service within the estimate that the line item should be placed.
   • Item Name – Name of the item that should be added to the estimate. For the item to be tied to the item catalog, the spelling of the item name must exactly match the item name in Aspire’s item catalog. Otherwise, the item will be created as a one-time item in the estimate. 
   • Qty – Quantity of item to be added to the estimate. This field may be left blank for catalog items, and the unit for the associated catalog item will be used. If any item matches an item in the item catalog, but its unit type does not match the associated unit type in the item catalog, the import fails.
   • UOM – Unit of Measure for the item in the estimate. If a value is provided, it must be a valid unit as defined in Aspire Admin Manage Lists.  If the item is a one-time item, a valid unit must be provided.  If the item is a catalog item and the unit is provided, the unit must match the unit for the item in the catalog.
2. The columns do not have to be maintained in the order shown, but the column headings must exactly match those specified above.

Estimate Import Process

Once a proper CSV or Excel file has been established, the estimate can be imported from the Estimate screen as shown below. The steps for importing are as follows:

1. On the Estimate screen, select Import from the More drop-down at the top of the page to display the Import screen.
   
   
2. Select the Import Type. Valid options are 1) Generic or 2) On-Center
3. Click the Upload Files button to display the Open File dialog.
4. Navigate to the desired file or files, select it/them, and click the Open button. Aspire displays the name of the selected file(s) on the Import screen. For the import to complete successfully, the selected file(s) must match the designated file format (Aspire or OnCenter).
5. Click the Upload button to initiate the import. When complete, the estimate will be populated with the items from the .CSV or .XLSX file.

The Import option is only available when the opportunity is in Bidding status.

An Aspire Format Template link is available at the top of the Import screen that allows you to download a template for creating Aspire Format input files.

Import Error Handling

When Aspire is importing the estimate data from the input file, it first determines if there are any errors in the input file that will cause an issue.  If no errors are encountered, it proceeds with the estimate import, and upon successful completion, displays a summary showing the name of the import file as well as the number of groups, services, and items created (see below).  Clicking the Back icon refreshes and displays the estimate with the imported items.

If the format or content of the input file prevents the import from completing successfully, Aspire displays a message identifying the input file and line that caused the issue and explaining the problem (examples below). 

• Example 1: One of the headers was specified as ‘Q’ instead of ‘Qty’ for Aspire format
• Example 2: For the first import record, no quantity was specified for Aspire format
• Example 3: Invalid OnCenter export file
• Example 4: Item is in item catalog, but marked as not available to bid