Import Tools

If you have the Expenses Configurator user role, you will have access to the Tools section at the bottom of the side menu. The first three menu items within the Tools section are Expense Types, Expense Policies and Workflow Groups. These areas allow you to quickly set up a large number of expense types, expense policies or expense workflow groups by importing them via CSV. The grids on these screens contain more extensive data than the grids of the same names in the Setup section and can also be exported as CSV files.

Exporting a Data Grid

Click the three dots button in the top-right of the grid, then click Export. This begins a download of a CSV file containing the data. When the file is ready, it will appear at the bottom of your browser.

Importing a Data Grid

CSV Format

The CSV files for each type of import should contain the following data in each column. For tick box fields, such as Amount Validation or Rate Validation, enter ‘Y’ if you want the box to be ticked, or ‘N’ if you want the box to be unticked.

Expense Types

Column	Data
A	Kco
B	Name
C	Label
D	Expense Type
E	Expense Category
F	Amount Validation
G	Rate Validation
H	Units Validation
I	Rate Label
J	Odometer Controls
K	Vat Code
L	Costing Method
M	Default Non-Billable Type
N	Default Billable Type
O	Cost Distributions
P	Vehicles

Expense Policies

Column	Data
A	Kco
B	Name
C	Expense Type
D	Start Date
E	End Date
F	Maximum Claim Amount
G	Maximum Claim Quantity
H	Maximum Claim Rate
I	Policy Breach Action
J	Receipt Required
K	Receipt Required For
L	Ignore Similar Claims
M	Description Required
N	Merchant Required
O	Distance Rates
P	User Defined Fields

Workflow Groups

Column	Data
A	Kco
B	Workflow Group Name
C	Effective Date
D	Approver 1 Type
E	Approver 1 Name
F	Approver 1 Limit
G	Approver 2 Type
H	Approver 2 Name
I	Approver 2 Limit
J	Approver 3 Type
K	Approver 3 Name
L	Approver 3 Limit
M	Approver 4 Type
N	Approver 4 Name
O	Approver 4 Limit
P	Approver 5 Type
Q	Approver 5 Name
R	Approver 5 Limit
S	Finance Approver 1 Type
T	Finance Approver 1 Name
U	Finance Approver 1 Limit
V	Finance Approver 2 Type
W	Finance Approver 2 Name
X	Finance Approver 2 Limit
Y	Finance Approver 3 Type
Z	Finance Approver 3 Name
AA	Finance Approver 3 Limit
AB	Finance Approver 4 Type
AC	Finance Approver 4 Name
AD	Finance Approver 4 Limit
AE	Finance Approver 5 Type
AF	Finance Approver 5 Name
AG	Finance Approver 5 Limit

Expense Users

Username is the only mandatory field for Expense User imports.

Column	Data
A	Username
B	Approval Group
C	Costing Method
D	Base Currency
E	Allow Multi Currency
F	Pay By
G	Def Remit Print
H	Bank Code
I	Bank Account

Importing the File

The images in this section show an example of an expense types import, but the process is the same for all three options.

On the vertical menu, click the > button next to the type of data you wish to import, then click Import.

This opens the import window.
Click the dark space to open File Explorer, then find and open the CSV file. Alternatively, drag and drop the file onto the import window. The data will then appear in a grid.
If the first row in your CSV file contains column headings, tick the “first row is title” tick box to ignore the first row of data.
If there are problems detected with the alignment of your data, click the button and the system will attempt to match the labels in your CSV to the expected columns. Click the Reset button to undo Auto Align.
Click to import the CSV. If successful, you will receive a completion message with a green tick.

Cost Code Filtering

The Cost Code Filtering screen allows you to view lists of every cost code, WBS code and cost head that exists within your Expenses system and export them as CSV files if you wish. This area is found under the Tools section of the side menu, which is only accessible to users with the Expenses Configurator user role.

Use the Contract drop-down menu at the top of the screen if you wish to only view data from a specific contract. Tick the ‘Use Filtered Data Only’ tick box if you wish to only view data which meets the criteria outlined on the Filtering screen (see Filtering for more information). Click each of the tabs above the grid to switch between cost codes, WBS codes and cost heads.

The grids beneath each tab can each be exported. To do this, click the three dots button in the top-right of the grid, then click Export. This begins a download of a CSV file containing the data. When the file is ready, it will appear at the bottom of your browser.

Mileage Inquiry

The Tools – Mileage Inquiry screen contains a list of mileage transactions created by users in your company using the vehicle-based mileage features. There are three tabs to select from: All Transactions, Yearly Distributions and Current Fixes. You can add adjustments to mileage transactions from this screen.

Adding an adjustment

From any of the three tabs, right-click a mileage transaction, or left-click a mileage transaction and click the menu icon , then click Add Adjustment.

This opens the Add Entry screen.

Complete the fields as follows:

Claimant	Select the claimant for whom you are adding a mileage adjustment.
Vehicle	Select the vehicle in which the claimant accrued the mileage.
Date	Select the date on which the mileage was accrued. This is set to the present day by default but can be changed to an earlier date (but not a later date).
Expense Type	The expense type is filled automatically based on your vehicle selection and cannot be edited.
Distance Band	Select the correct distance band for the mileage adjustment. These distance bands are configured in the expense policy associated with the above expense type.
Miles	Enter the number of miles you wish to add to the claimant’s mileage. This can also be a negative number if you wish to reduce the claimant’s mileage in case of a previous overclaim.
Reason	Enter the reason for the mileage adjustment.

Click to save the adjustment.

Multiple Adjustments

Multiple adjustments can be made from the Yearly Distributions tab.

Open Yearly Distributions.
Select the distributions you wish to adjust by ticking the boxes in the left-most column of the grid. Tick the box in the title row to select all distributions.
Click the button. This opens the Mass Add Adjustments window.
If you selected any distributions by mistake, click the trash can icon to remove them from the Mass Add Adjustments grid. This does not delete the distribution or remove it from the Yearly Distributions grid.
Click to create the multiple adjustments. The selected distributions will be removed from the Yearly Distributions grid. They will appear in the claimant Mileage Inquiry grid with the reason “Adjustment for incorrect tax year records”.