Concur Invoice Standard Edition Administration Help

Company Locations Import Process

The Company Locations Import process has three steps:

  1. Download the spreadsheet

  2. Populate the spreadsheet

  3. Upload the spreadsheet

Step 1: Download the Spreadsheet

The administrator can download and use the template spreadsheet to enter company locations in the correct format.

To download the company locations spreadsheet:

  1. In the Import Ship-To Locations or Import Bill-To Locations window, click Download the import template.

  2. In the Save As window, select a location on your computer to save the spreadsheet.

Step 2: Populate the Spreadsheet

The company locations spreadsheet contains columns for the possible data fields to import.

Company Locations Import Fields

Field

Required?

Description

Name

Y

A unique name that identifies a particular address.

NOTE: This is the value that displays when choosing a default ship-to or bill-to address in Profile > Profile Settings > Invoice Preferences, and when creating a policy and selecting the value for Bill To.

TIP: The system searches for your location by using the Name value. Be sure to type in the name of the location whenever you are asked for a Bill-To or Ship-To address you create by using Company Locations.

Address Code

Y

This is the external identifier used by the customer's financial system to identify a particular address.

NOTE: This value is identical to the External ID field used in the Bill To and Ship To record sets of the Purchase Order import.

Address 1

Y

Address 1 of the complete address.

Address 2

N

Address 2 of the complete address.

Address 3

N

Address 3 of the complete address.

City

Y

The city within which the address resides.

State/Province

N

The state or province within which the address resides.

Postal Code

Y

The postal code of the address.

Country Code

Y

The code of the country associated with the address.

Email Address

N

The email address of the contact at the company location.

Final File Review

Before you import the company locations spreadsheet, verify that the spreadsheet is formatted correctly.

All cells in the Excel spreadsheet must have a designation of Text or Number before being uploaded. Always verify the cell formatting when done. If you use the Replace feature in Excel, be aware that it may not maintain the required cell formatting. Testing has shown that cells formatted as text become general format after using Replace. If the cells are not formatted as text, the import will fail. If necessary, select the appropriate cells and change the formatting.

Step 3: Upload the Spreadsheet

Once the spreadsheet is populated it can be uploaded into Invoice Standard. To upload the spreadsheet:

  1. Click Administration > Invoice Settings or Expense & Invoice Settings > Company Locations (in the Capturing Spend section).

  2. Select either the Ship To or Bill To tab.

  3. Click Import. The Import Ship-To Locations or Import Bill-To Locations window appears.

  4. Click Browse to locate the file on your local machine.

  5. Select the file and click Open.

  6. Click Import.