Expense import via template

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

NOTE 1: Report types that require travel authorization is not supported part of the load.

NOTE 2: To load invoices to create vendor payment reports, you would need to setup an Employee that is assigned to that specific company vendor that you are trying to pay the invoice to. For example if you want to load a telephone bill to pay Verizon so then you need to make sure there is a user assigned Verizon vendor in the employee setup so when you load the data either by API or Excel file you need to provide the actual Employee ID that maps to Verizon so we create vendor report to Verizon.

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

Open

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.

   Open

   

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

Additional Field Import via Template

Certain expense types may require additional fields on entry. The number of the fields associated with an expense type varies based on the setup. In order to be able to import data into these fields Databasics would need to map each o the additional fields for each expense type to the corresponding FIELD_VALUE on the template. Only after the mapping can the data be imported into the field. For the setup and mapping, please contact Databasics Support and Consulting team.