Using the Health Check Extra for Vendors

How to import vendor’s health check information (and other data) into the Vendor Log Sheet.

See Using the Health Check Extra for child records or Using the Health Check Extra for Employees.

Summary

You’ll export a template in .CSV format from Procare Desktop containing vendors only, add in your health check information, then use the Health Check utility (known as a Procare “Extra”) to bring the information for the day/week back into Procare.

Each time you run the Extra and import the file into Procare, the information will be added to the vendor’s log sheets as one entry for the date of the import. If an vendor is listed multiple times (on multiple rows) they will have multiple entries added to their log.

Important: For miscellaneous vendors that visit your school and are not on your Vendor Account List, we recommend creating a “Miscellaneous Vendor” account to log Vendor Health Check information.

Before You Begin

• You must have spreadsheet software (like Excel) or other software that can open and save files in .CSV format.
• You must have Procare Desktop version 2022.5 or higher installed.
• You may want to create a Vendor Log Sheet Type specifically for the information you will import, such as a type named “Vendor Health Check”.

Download the Health Check “Extra”

1. Log on to your computer with local administrator privileges and close all programs, including Procare Desktop.
2. Download
3. When the download is complete, double click on the exe file.
4. Once the installation is complete, restart Procare.
5. The Extra will now be available under Procare Home > Utilities> Extras.
   

Getting There

From the Procare Home screen go to Utilities > Procare Extras > Health Check Import.

Using Procare’s Health Check Extra

1. Go to Reports> Data Viewer> Expenses and Ledger > Vendor Information.
   
2. Click Create.
   
3. Optional: Other than the Vendor ID, you can now deselect the fields you don’t want by using the Choose Fields button
   
4. When you have completed selecting the existing fields you want to see in your spreadsheet, you can save your work by entering a Title and clicking Save. That way you will be able to reuse the Data View you have created without starting from scratch each time.
   Note: You will add additional columns for health check information you wish to track when you open the file in your spreadsheet application.
5. Click Export.
6. Select Save as type as .CSV. Then name the file something VendorHealthCheck05102021 (MMDDYYYY) and save it to your desktop or preferred location.
   
7. Open the file using your spreadsheet software (Excel recommended).
8. Add any additional columns where you will enter the daily/weekly information. Below is a sample of answers to two questions (y,y for yes, yes) and a temperature (98, etc.) with columns for each day of the week. The columns and answers you create can be anything you would like.
   
9. At the end of the day or week (depending on how often you import the file back into Procare Select) enter the health check information in the fields you created.
10. Save the file. Note: Since you opened the file in .CSV format, saving it should preserve the .CSV format. If you accidentally save it in Excel format, be sure to export it (or Save As) to .CSV format.
11. When you are ready to import the data into Procare, right-click on the file you just saved, and rename the extension from .CSV to .HCEF (health check extra format).
    
12. From the Procare Home screen go to Utilities > Procare Extras > Health Check Import.
13. Browse to the location where you saved the .HCEF file.
    
14. Select the log file name you want the records to be in, and select import.
15. The data will be in each vendor’s log file.