Expenses import format

Column

Column Title

Description

Data Entry Field

Data Type

Format

Mandatory

Validation

Examples

A

Project Code

Code used to identify the project for which the expense was incurred

Expenses -> Current Expenses -> Project (With ‘View Code with Project’ Selected

Text

Any combination of numbers, characters and punctuation

Yes

This Project Code must be present within your system.

Cannot have been used more than once (even if deleted)

MR003

B

Task Name

The name of task or Work Stage for which the expense was incurred

Expenses -> Current Expenses ->  Task

Text

Any combination of numbers, characters and punctuation

No

The task must be present within your system.

Cannot have been used more than once for this Project Code (even if deleted), including sub tasks

Stage A – Feasibility

C

User

The User who incurred the expense.

Admin -> Users -> First Name & Last name

Text

<first name> <last name> or

<last name>, <first name>

Yes

This User must be set up in Admin -> Users. You can import time for deleted user. You cannot import time to generic users.

Cannot have been used more than once (even if deleted)

Phil Goodman OR

Goodman, Phil

D

Incurred Date

Date Expense was incurred

Expenses -> Current Expenses -> Date Incurred

Date

DD/MM/YYYY OR

DD-MM-YYYY OR

DD.MM.YYYY

OR

DD MM YYYY

OR

DD/MM/YY OR

DD-MM-YY OR

DD.MM.YY OR

DD MM YY

Yes

Must be between 1/1/1900 and 1/1/2079

If using a 2 digit year, less than 50 will mean 20xx more than or equal to 50 implies 19xx

Must be a real date (e.g. not 31-February)

1/3/2007 OR

1-3-2007 OR

1.3.2007 OR

1 3 2007 OR

01/03/2007 OR

01-03-2007 OR

01.03.2007 OR

01 03 2007

E

Expense Type

The category for the expense

Expenses -> Current Expenses -> Expense Type

Text

Any combination of numbers, characters and punctuation

Yes

Must exist in your system.

Cannot have been used more than once (even if deleted)

Travel

F

Unit Cost

The gross unit cost per item

Expenses -> Current Expenses -> Gross Unit Cost

Number

amount.decimal

Yes

*

56.89

G

Quantity

The amount of items

Expenses -> Current Expenses -> Quantity

Number

amount.decimal

Yes

*

10

H

Tax Rate

The percentage tax for the item

Expenses -> Current Expenses -> VAT%

Number

amount.decimal

Yes

Must be between 0 and 100

17.5

I

Payment Type

How the expense was paid for

Expenses -> Current Expenses -> Payment Type

Text

Any combination of numbers, characters and punctuation

Yes

Must exist in your system.

Cannot have been used more than once (even if deleted)

Company credit card

J

Notes

Any additional information

Expenses -> Current Expenses -> Notes

Text

Any combination of numbers, characters and punctuation

No

Max length: 8000 characters

Train to Liverpool