Expense Entry CSV Format

Importing Expense Entry Data

You have the option to import employee company or personal credit card expense entry data into the system. The first step is to prepare a data file that matches the following specification in a .csv format. When importing expense entry data rows, you want to sort each employee’s expense data by employee name, then date. During the import, the system will dynamically create a new Expense Sheet ID for the employee’s expense entries being imported.

Note: When importing, the header field name must match the value below exactly in order to be recognized.

Note: When exporting, you can combine fields using custom export field expressions. See the Expression Fields topic for more information.

Field	Description	Format
Date	The date this expense was incurred.	Date
ID	The expense entry ID. This field is not required, but if present and the value is not blank then it must be unique for all expense entries, regardless of the expense type. Note that the system will automatically generate this value when adding new entries if a value is not provided. If a value is present when importing then any existing entry with a matching ID will be updated, rather than a new entry being added.	Text (80 chars max)
Description	A description for this expense entry.	Text (255 chars max)
Expense	The expense (name or ID) type used for this entry. If specified then the expense's class and units will be assumed for this entry.	Text
Type	The expense type (name or ID) for this entry. The expense type of the expense will be used if this is not specified. If no expense specified then this is required when adding a new expense entry and there are more than one expense types defined.	Text
Class	The expense class (name or ID) for this entry. This is optional and will be set to the value for the Expense if not specified.	Text
Units	The unit of measurement (name or ID) for this entry. This is optional and will be set to the value for the Expense if not specified.	Text
Quantity	The number or quantity of units used for this entry.	Number
Unit Amount	The cost per unit of measure for this expense entry. The cost is the amount you paid for this expense. This is optional and will be set to the value for the Expense if not specified.	Number
Amount	The total cost for this expense entry. This is optional and if not specified will be computed as Quantity x Unit Cost.	Number
Unit Bill Amount	The price per unit of measure for this expense. The price is the amount you charge for this expense. This is optional and will be set to the value for the Expense if not specified.	Number
Bill Amount	The total price for this expense entry. This is optional and if not specified will be computed as Quantity x Unit Price.	Number
Employee	The employee (name or ID) this expense entry is to be associated with. If not specified then this will default to the employee doing the import when creating new entries.	Text
Reporting Group	The reporting group (name or ID) this expense entry is to be associated with. If not specified then this will default to the reporting group of the employee doing the import when creating new entries.	Text
Customer	The customer (name or ID) this expense entry is to be associated with.	Text
Project Group	The project group (name or ID) this expense entry is to be associated with.	Text
Project	The project (name or ID) this expense entry is to be associated with.	Text
Task Group	The task group (name or ID) this expense entry is to be associated with.	Text
Task	The task (name or ID) this expense entry is to be associated with.	Text
Notes	Notes about this expense entry.	Text (2000 chars max)
Sheet.ID	The ID of the expense sheet. If present when importing then it will be used to locate an existing sheet and attach this entry to it. If not found, and the system is generating the ID, then an error will be generated.	Text (80 chars max)
Sheet.Start Date	The start date of the expense sheet. If present when importing, and there is no Sheet.ID value, then it will be used to locate an existing sheet and attach this entry to it. If not found then a new sheet will be created.	Date
Sheet.End Date	The ending date of the expense sheet.	Date
Sheet.Description	The sheet description.	Text (255 chars max)
Sheet.Notes	Any extra notes entered for the sheet.	Text (2000 chars max)