Concur Invoice Standard Edition Administration Help

Expense Types Import Process and Field Formats

The Expense Types Import process has three steps:

  1. Downloading the spreadsheet

  2. Populating the spreadsheet

  3. Uploading the spreadsheet

Step 1: Downloading the Spreadsheet

The administrator can download and use the template spreadsheet to enter expense types data in the correct format.

To download the spreadsheet:

  1. In the Import Expense Types window, click Download the expense type import template.

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

Step 2: Populating the Spreadsheet

The expense types import spreadsheet contains columns for the possible data fields to import. Columns with a bold blue heading are required fields.

Expense Types Import Fields

Field

Required?

Description

Delete?

Y

Y (Yes) or N (No)

Use to remove this expense type from the expense types list.

You must specify the value (Y or N) and include a value for Expense Type Name to identify the expense type to add or remove from the list.

Activate?

Y

Y (Yes) or N (No)

Use to activate this expense type in the expense types list.

You must specify the value (Y or N) and include a value for Expense Type Name to identify the expense type to activate in the list.

Policy group

N

On the Policy Groups page of Product Settings, on the Invoice tab, you can find the group codes for the policy groups that you have created. Type the group code for the policy group that you want to use.

Expense Type Name

Y

New or existing expense type name in the default language. This field is required for client-specified expense types.

Account Code

Y

Account code for the desired hierarchy node.

Spend Category

N

This field defines the overall category of spend with which the expense type is associated.

Final File Review

Before you import the expense types 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: Uploading the Spreadsheet

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

To upload the spreadsheet:

  1. Click Invoice Types under Administration > Invoice Settings or Expense & Invoice Settings.

  2. Click Import. The Import Expense Types window appears.

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

  4. Click Import.