Create and Edit Item Codes Using a Spreadsheet

Head contractor administrators can create or edit item codes for a supplier in bulk using an Excel spreadsheet template in Virtual Superintendent.

This helps speed up financial setup, especially for large projects or suppliers with many chargeable items.

Permissions

To access the Dockets Setup page (Menu > Dockets Setup) where item codes are imported, you must have one of the following permissions enabled:

  • Dockets Super User
  • Admin Manager

Download the Excel Template

To download an Excel template file to create or edit item codes in bulk:

  1. Sign in to Virtual Superintendent.
  2. Open the Dockets Setup page (Menu > Dockets Setup).
  3. Click the Item Codes tab.

  4. Click Import and then Download Template. The Choose Supplier dialog opens.

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  5. Open the Supplier dropdown list and select the supplier you want to import item codes for.

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  6. Tick the Populate with existing item codes checkbox to download all existing item codes for the selected supplier. This option is intended for bulk edits but also allows you to add new item codes if required. Leave the box unchecked to download a blank template to bulk create new item codes (chargeable items) for the selected supplier.
  7. Click Select. The spreadsheet template file downloads to your computer. This might take some time.

Edit the file to add new item codes, or edit existing codes. When you have finished updating the spreadsheet file, upload it to Virtual Superintendent from the same location.

When editing the file:

  • Make your item code edits or additions on the Import Item Codes tab. Required columns have blue backgrounds, and column titles appended with (Req).
  • Read the guide on the Help tab to learn what each data column is used for.
  • Do not edit or enter data in the ID column. This column is only visible in the populated template (Populate with existing item codes checkbox ticked).
  • Save the template as you work to prevent losing changes.

See the Required Fields and Optional Fields tables below for more detailed information about what data to include in your spreadsheet.

Note: Download the template file each time you update or add item codes to ensure you have the latest version.

Upload an Edited Excel Template

To upload an edited Excel template file to create or edit item codes in bulk:

  1. Sign in to Virtual Superintendent.
  2. Open the Dockets Setup page (Menu > Dockets Setup).
  3. Click the Item Codes tab.

  4. Click Import and then Upload Item Codes. The Import Item Codes dialog opens.

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  5. Click Choose File to open your file explorer, navigate to the import file, and click Open. Alternatively, drag the import file into the Drag file here to import area on the dialog.

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  6. Click Upload. The import spreadsheet is imported and item codes are created or edited. If the import fails, error messages are shown in yellow text. Correct the faults described and try again. Once imported, any new item codes are shown at the bottom of the Dockets Setup page grid. They might take some time to appear.

Required Fields

The following fields are required in your import file:

Field Description Notes
Item
A brief code used by your financial system.
—
Description
A short description of the chargeable item.
Use consistent naming (for example, CW1, CW1 Double Time, CW2 Laborer Double Time). Subcontractors see this text when creating dockets in the SafeSite app. Consistent descriptions also simplify item code grouping.
Price
The unit price for the item.
 —
Category
The category assigned to the chargeable item.
Select from the dropdown list.
Type
The type of chargeable item.
Select from the dropdown list.
UOM
The unit of measure used to charge the item.
For timesheet suppliers, the UOM must be Hours‑Quantity.
Active
Controls whether the item can be used by subcontractors.
Yes: Visible and usable in SafeSite and Virtual Superintendent. No: Hidden from subcontractors but still usable in item code groups.
Visible
Controls whether the item appears in SafeSite and Virtual Superintendent.
No hides the item from direct selection but allows use within item code groups.
Project
Project number used for financial system exports.
If not used by your organization, enter any value and ignore during export.
BPA number
Reference number used for financial exports.
If not used by your organization, enter any value and ignore during export.

Optional Fields

The following fields are optional in your import file:

Field Description Notes
ID
Auto‑generated unique identifier for the item code.
Do not edit this field or enter data.
Active from
Date a price change becomes active.
—
Sign-on profile
Defines the steps a user must complete when signing on in SafeSite.
Select a profile that matches the item code type (for example, labor profile for labor item codes). Projects may use default or custom profiles.
Load site
Load site for a weighbridge item code.
Used together with the disposal site to calculate tonnage rates.
Disposal site
Disposal site for a weighbridge item code.
Used together with the load site to calculate tonnage rates.

Note: The following columns appear only in a populated template: Active from, Active (Req), and ID.

Tips and Tricks

Here are some useful tips and reminders when importing using a spreadsheet:

  • Fields marked as Req (shown in blue in the template) must be completed, even if the data is not used by your financial system.
  • Download the Excel template each time you start this workflow. Virtual Superintendent can update the template at any time, and using the latest version helps prevent errors.
  • You can copy values down a column by selecting a cell and dragging it downward.
  • When copying numeric values (such as Project numbers), ensure the numbers do not auto‑increment. Use the Copy cells option in your spreadsheet to prevent this.
  • Do not enter any data in the ID column. This value is auto‑generated by Virtual Superintendent.
  • Data copied from external sources is not automatically validated and might cause the import to fail. To trigger a validation check in Excel, use Paste with values when copying data into the template.

The following video demonstrates the Item Code Spreadsheet Import feature:

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