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Administrator Guide
Last Updated: 2026-06-12
Concept: Bulk Uploading SOW Fixed Price and Milestone Payments with Multiple Charge Codes

Concept: Bulk Uploading SOW Fixed Price and Milestone Payments with Multiple Charge Codes

If your organization has turned on the
Enable payment allocation between multiple charge codes for Fixed Price/Milestone Payments
 setting in
Company Settings
, you can allocate statement of work (SOW) fixed price and milestone payments across multiple charge codes during the bulk upload process. This enables you to easily import multiple fixed price and milestone payments that are split across charge codes into VNDLY simultaneously.
VNDLY provides a CSV file template that you can use during the bulk upload process. To download this template:
  1. From the header, select
    More
    Company Settings
    `.
  2. Under
    Statement of Work
    , select
    SOW Bulk Uploads
    .
  3. Click
    Bulk Upload SOW Payment Data
    .
  4. Click
    Bulk Add Milestones
     or
    Bulk Add Fixed Price
    .
  5. Click
    Download Format
    .

Charge Code Fields

When you download the template, the charge code fields include “1” in the name. Example: “Charge Code 1: Accounting Code: Project Code”. When allocating payments across multiple charge codes, you can manually duplicate the charge code fields to add additional numbered columns for each charge code. Example: “Charge Code 2: Accounting Code: Project Code” and “Charge Code 3: Accounting Code: Project Code”.

Allocation Fields

There are also allocation fields on the template. The fixed price payment template includes
Charge Code 1: Allocation Amount
 and
Charge Code 1: Allocation Percentage
 fields, and the milestone payment template includes
Charge Code 1: Allocation Labor Percentage
,
Charge Code 1: Allocation Labor Amount
,
Charge Code 1: Allocation Expense Percentage
, and
Charge Code 1: Allocation Expense Amount
 fields. These fields enable you to indicate the allocation type for the payment and the value that will be allocated to each charge code.
For fixed price payments, you must manually add allocation amount or percentage columns for each additional charge code. Example: “Charge Code 2: Allocation Amount”. For milestone payments, you must manually add allocation amount or percentage columns for both labor and expenses for each additional charge code. Example: “Charge Code 2: Allocation Labor Amount” and “Charge Code 2: Allocation Expense Amount”.
When filling out allocation fields on the template, note that:
  • If you only enter percentage values for a payment, VNDLY allocates it by percentage.
  • If you only enter amount values for a payment, VNDLY allocates it by a flat amount.
  • If you enter amount and percentage values for a payment, VNDLY allocates it by percentage and ignores the amount values.
  • If any percentage fields exist for a payment, VNDLY allocates it by percentage.
  • Each payment can have its own allocation type. Example: Payment A is allocated by percentage while Payment B is allocated by amount.

Bulk Upload Validation Checks

Once you upload the completed template, VNDLY checks to see if the charge code allocation values match the related payment’s total amount. VNDLY displays an error message on the upload’s
File Transfer Result
page if: The allocation totals don’t match the payment amount. The payment exceeds the overall SOW budget. The charge code allocation exceeds the charge code budget. The charge codes aren’t linked to the SOW. The charge codes weren’t found, or they’re invalid in VNDLY.