Module · Services
Importing expenses
Importing expenses
L'bulk import of expensesallows you to quickly integrate financial data from apre-formatted file, thus optimizing cost management. This feature is particularly useful for businesses processing a large volume of charges, thereby reducing theinput timeAndminimizing potential errors.
1⃣ Download the system template
Before entering the data, it is imperative todownload standard file templatemade available by the system. This template ensures that the required columns and formats are respected.
Steps to download the canvas
Go to the “Expenses” section
-
Go to module“Expenses”in the system.
Open the import interface
-
Click on the buttonimport(usually an upload icon at the top of the screen).
Download the template file
-
A button"Download the canvas"Gold“Import template”is available.
Complete the import file
Once the canvas is open, you mustfill in the informationrespecting the defined columns.
Respect the mandatory columns
The file must contain thefollowing fields, otherwise the import will be rejected:
-
vehicle→ The name or identifier of the vehicle.
-
Collaborator→ The person associated with the expense.
-
Registration→ The vehicle registration plate.
-
Number→ The unique reference for the expense.
-
Date→ The date of the expense (Format:DD/MM/YYYY).
-
Type of expense→ The category of the expense (Fuel, Maintenance, etc.).
-
Amount excluding tax→ Amount excluding taxes (in figures).
-
VAT→ VAT rate applied.
-
Amount including tax→ Amount All Taxes Included.
-
Payment type→ The means of payment (Cash, Transfer, Check, etc.).
Optional fields (can be left blank)
-
Department→ Service or entity attached to the expense.
-
Imputation number→ Accounting code for the expense.
-
Usage number→ Internal use reference.
-
Attachment→ Name of the attached file (Example: “Facture_123.pdf”).
-
User→ Person who entered or validated the expense.
Import the file into the system
Once the file is ready:
1⃣ Return to the import interface.
2⃣ Click on"Import a file".
3⃣ Select the Excel file.
4⃣ Start the import and wait a few moments.
5⃣ Check the import status
After import:
If the file is valid, the expenses will be added to the system.
If errors are detected, an error message will indicate the lines concerned and the corrections to be made.
Required fields for import
These fields must be present in the file, otherwise the import will not be possible:
-
vehicle→ Identification of the vehicle concerned.
-
Collaborator→ Person linked to the expense.
-
Registration→ Vehicle registration plate.
-
Number→ Unique reference for the expense.
-
Date→ Date of the expense.
-
Type of expense→ Category of the expense (e.g. fuel, maintenance, etc.).
-
Amount excluding tax→ Amount excluding taxes.
-
VAT→ Value Added Tax applied.
-
Amount including tax→ Amount All Taxes Included.
-
Payment type→ Payment method used (check, transfer, etc.).
Optional fields for import
These fields are not required, but can be included for greater precision:
-
Department→ Service or entity to which the expense is attached.
-
Imputation number→ Accounting code for the expense.
-
Usage number→ Internal use reference.
-
Attachment→ Document associated with the expense (invoice, purchase order, etc.).
-
User→ Person who entered or validated the expense.
Benefits of importing expenses
Save time→ Automated entry instead of manual entry.
Reduction of errors→ Automatic verification of data before import.
Mass processing→ Possibilité d’intégrer plusieurs dépenses en une seule opération.
Grâce à cette fonctionnalité, la gestion financière est plus rapide et plus fiable, offrant aux entreprises une meilleure maîtrise de leurs dépenses.
