Expense import via template

If you have multiple expense entries to import and batch together, this can be done through a template.

Enable feature

To get access to the feature you must add it to your role:

1. In the admin module expand Security menu.

2. Expand the Role Manager menu.

3. From the Role List, click on the applicable Role you want to enable this feature for

4. On the Accesses list add Data Piping Import Transaction Expense

Access Template

To access template:

1. In the admin module expand Data Piping menu.

2. Expand the Data Import menu.

3. Click on Expense

4. On top navigation bar, click on Action → Import From File

5. In the pop up window, click on Download Template

Populate Template

To populate template:

1. Locate where the file downloaded (this will be different based on your browser settings)

2. Fill out the fields that are marked as required but also the fields you will need for your configuration. A good way to find out what columns are needed for your configuration is enter in a manual entry and see what fields are required to be populated to save the record.

   

3. Once you have filled in all the fields and records, make sure to delete row 2 (the explanation of each field) before you import the file into DATABASICS.

   

Import Expense Data

1. On top navigation bar, click on Action → Import From File

2. Click Browse… to locate the completed template.

3. Select the file and then Open.

4. Click on Continue

5. A pop up window with any confirmation, errors, or warnings will appear. Review the messages and click on the X to close the window.

6. To review the new entries, use the “Load Status” filter and select “New” then “Apply” at the bottom.

7. Select each record to review the data. If you need to update the record, you can click on “Update” at the bottom.

Import via template rules

Below are some good rules to keep in mind when you are working on imports via templates:

1. Ensure you use the correct template - download “fresh” for each upload

2. Leave column headers as they are - never change the Column headers in the first row of your import template

3. Second-row descriptions are your guide - you may change the content of these cells to be more specific to your organization or the type of data you are importing

4. Empty fields when updating data - never leave a column heading in your template with cleared or blank data below UNLESS you really wish to clear data

5. Formatting - keep in mind that the file you are working in has a specific format (comma separated values) - amounts should not contain unique characters such as commas, double spaces, or leading zero’s