This article will help you with imports and exports on the platform, along with specific guidelines for uploading data.
General Tips for Imports and Exports
Importing Data
When bringing data into the system, keep the following best practices in mind:
- File Types Supported: You can upload Excel (.xlsx) and CSV (.csv) files.
- File Cleanup: Avoid uploading empty columns or rows.
- Record Counts: Count the number of records in the system before importing so you can compare afterward.
- Tracking Imports: Use the Recent tab to view recent imports. A numeric summary will appear at the bottom of the grid.
- Error Checking: If records are missing, check Notifications for error messages.
Column & Field Guidelines
- Ensure that column names in your file exactly match the field (code) names in the system.
- You can use the export template to find the field names
- Field names are always lowercase and without any spacing. Here are a some examples:
Duplicate & Update Rules
- Before adding new records, check that they don’t already exist to avoid duplicates.
- When updating existing records, use a unique identifier (typically the ID field).
- For new records, the unique identifier is not necessary if the records don’t already exist in the system.
- All records in the identifier column must already exist in the system, otherwise errors may occur.
Exporting Data
Most grids on the platform can be exported by clicking the overflow menu (More) at the top of the grid.
When exporting information from the platform:
- Selecting Fields: Drag fields into the Selected grid.
- Field Formatting: Edit the format of a field by clicking the small arrow next to it (e.g., change date format).
- Column Names: The column name shows above the fields name, click on the column name to make changes
- Renaming Reports: Click on the report name at the top to edit and rename it.
- Saving Reports: After setting up your report, click Save to store the configuration for future use.
- Additional Configurations
- Incremental Export - check this box to finalized the expenses. No changes can be made to the expense after this export
- Include Pending Transactions - the export template omits "pending" transactions by default, check this box to include
- Include OOP Expenses - the export template omits OOP reimbursable transactions by default, check this box to include
- Share Export Template - check this box to share this template with all users in your company