Import Expense

The "Import Expense" feature under the "Expense Management" module allows users to efficiently import expense data from CSV files. 

Here's how to use this feature along with an explanation of each field's purpose:

Usage:

1. Prepare CSV Data: Ensure that your expense data is in CSV format. The first line of your CSV file should contain column headers as specified in the table example. Additionally, make sure that your CSV file is encoded in UTF-8 to prevent encoding issues.

2. Format Date: If your CSV contains a date column, ensure that the date is formatted as "Y-m-d" (e.g., 2023-09-04).

3. Category: In the "Category" column of your CSV, you should provide either the Expense Category NAME or the Expense Category ID. You can obtain this information by navigating to Set Up → Finance → Expense Category in your application.

4. Tax and Tax2: In the "Tax" and "Tax2 '' columns of your CSV, provide either the TAX NAME or the TAX ID. You can find this information by navigating to Set Up → Finance → Taxes in your application.

5. Payment Mode: In the "Payment Mode" column of your CSV, provide either the Payment NAME or the Payment ID. You can get this information by navigating to Set Up → Finance → Payment Modes in your application.

6. Import Expenses:

• Click on the "Choose CSV File" button to upload your prepared CSV file containing the expense data.

• You may also have the option to download a sample CSV file to ensure your data matches the required format.

• After uploading the file, you can initiate the import process.

Stimulate Import: Some systems provide a "Stimulate Import" option. This allows you to simulate the import process to check for any errors or issues before finalising the import.

Explanation of Fields:

• Category: The category of the expense, specifying what type of expense it is (e.g., "Travel," "Office Supplies," etc.).

• Amount: The monetary value of the expense.

• Tax: The tax applied to the expense. It can be specified either by name or ID.

• Tax2: A secondary tax applied to the expense. It can be specified either by name or ID.

• Reference no: A reference number associated with the expense for tracking and identification.

• Note: Any additional notes or descriptions related to the expense.

• Expense name: The name or description of the expense.

• Customer: The customer or client associated with the expense.

• Billable: Indicates whether the expense is billable to a customer or client.

• Payment Mode: The mode of payment used for the expense. It can be specified either by name or ID.

• Date: The date when the expense was incurred or recorded.

• Perfex saas tenant id: If applicable, the tenant ID for the Perfex saas system.

Figure 1 Import Expense