{"id":695,"date":"2016-09-21T15:49:43","date_gmt":"2016-09-21T03:49:43","guid":{"rendered":"http:\/\/help.psoda.com\/?page_id=695"},"modified":"2023-08-23T23:00:30","modified_gmt":"2023-08-23T23:00:30","slug":"a515","status":"publish","type":"page","link":"https:\/\/www.psoda.com\/help\/a515\/","title":{"rendered":"Import expense items form"},"content":{"rendered":"<div class='content-column three_fourth'>This <a href=\"\/help\/a7\">popup<\/a> form can be accessed via the bottom of the &#8216;Expenses&#8217; table in the <strong>Expenses<\/strong> tab at any of the parent view pages (e.g. <a href=\"https:\/\/www.psoda.com\/images\/icons\/darkgrey\/organisation.svg\"><img loading=\"lazy\" decoding=\"async\" class=\"icons_img alignnone size-full wp-image-137\" src=\"https:\/\/www.psoda.com\/images\/icons\/darkgrey\/organisation.svg\" alt=\"Contact details icon\" width=\"20\" height=\"20\" \/><\/a><a href=\"\/help\/a54\">organisation<\/a>, <a href=\"https:\/\/www.psoda.com\/images\/icons\/darkgrey\/program.svg\"><img loading=\"lazy\" decoding=\"async\" class=\"icons_img alignnone size-full wp-image-169\" src=\"https:\/\/www.psoda.com\/images\/icons\/darkgrey\/program.svg\" alt=\"Programme icon\" width=\"25\" height=\"20\" \/><\/a><a href=\"\/help\/a64\">programme<\/a>, <a href=\"https:\/\/www.psoda.com\/images\/icons\/darkgrey\/project.svg\"><img loading=\"lazy\" decoding=\"async\" class=\"icons_img alignnone size-full wp-image-168\" src=\"https:\/\/www.psoda.com\/images\/icons\/darkgrey\/project.svg\" alt=\"Project icon\" width=\"23\" height=\"22\" \/><\/a><a href=\"\/help\/a104\">project<\/a> or <a href=\"https:\/\/www.psoda.com\/images\/icons\/darkgrey\/subproject.svg\"><img loading=\"lazy\" decoding=\"async\" class=\"icons_img alignnone size-full wp-image-233\" src=\"https:\/\/www.psoda.com\/images\/icons\/darkgrey\/subproject.svg\" alt=\"Subproject icon\" width=\"24\" height=\"19\" \/><\/a><a href=\"\/help\/a494\">sub-project<\/a>) , as shown in Figure 1.\r\n<p style=\"text-align: center;\"><a href=\"\/help\/wp-content\/uploads\/2023\/08\/import_expenseitem_1.png\"><img loading=\"lazy\" decoding=\"async\" class=\"ss_img alignnone wp-image-2427\" src=\"\/help\/wp-content\/uploads\/2023\/08\/import_expenseitem_1.png\" alt=\"import expenses from table\" width=\"209\" height=\"139\" \/><\/a><\/p>\r\n<p style=\"text-align: center;\"><strong>Figure 1 &#8211; Access via expenses table<\/strong><\/p>\r\nCompleting the expense items <a href=\"https:\/\/www.psoda.com\/images\/icons\/darkgrey\/import_from_csv.svg\"><img loading=\"lazy\" decoding=\"async\" class=\"icons_img alignnone size-full wp-image-83\" src=\"https:\/\/www.psoda.com\/images\/icons\/darkgrey\/import_from_csv.svg\" alt=\"CSV import icon\" width=\"32\" height=\"22\" \/><\/a>import consists of a number of phases:\r\n\r\nThe import popup is shown in conjunction with each phase below, and can be used to import a number of expense items from a Comma Separated Values (CSV) file into the selected parent asset.\r\n\r\nThere are four steps when importing expense items:\r\n<h4>Phase 1 &#8211; Import file<\/h4>\r\n<h4 style=\"text-align: center;\"><a href=\"\/help\/wp-content\/uploads\/2023\/08\/import_expenseitem_2.png\"><img loading=\"lazy\" decoding=\"async\" class=\"ss_img wp-image-2429 aligncenter\" src=\"\/help\/wp-content\/uploads\/2023\/08\/import_expenseitem_2.png\" alt=\"import expense item form\" width=\"375\" height=\"257\" \/><\/a><strong>Figure 2 &#8211; Import expense items form (1)<\/strong><\/h4>\r\nThe first phase is to select file you want to import and some details about the file, using the browse option of the <strong>import file<\/strong> field. You can also set the <strong>delimiter<\/strong> used in the file, whether the file contains a <strong>header row<\/strong> and whether you want\u00a0to <strong>skip a certain number of rows<\/strong>\u00a0 (e.g. if you have a surplus of lines before the header).\r\n\r\nIf you are importing expense items into the organisation or a programme (as indicated in the top <em>read-only<\/em> field in this popup) then you will get this option to <strong>match the expense item to one of the projects<\/strong> underneath the organisation or programme. The three options are:\r\n<ul>\r\n \t<li><strong>Do not match projects<\/strong>, i.e. import all of the expense items into the selected organisation or programme.<\/li>\r\n \t<li><strong>Match project by the default GL number<\/strong> &#8211; this option will add the expense items to the projects with the match GL number<\/li>\r\n \t<li><strong>Match project by name<\/strong> &#8211; this option will add expense items to the projects where the project name matches the project name column.<\/li>\r\n<\/ul>\r\nIf your import file includes a <strong>transaction type<\/strong> column you can choose to filter this by only importing selected transaction types and ignore the other lines. In phase 2 you&#8217;ll have an extra option where you can select the transaction type column.\r\n\r\nClick the <strong>Next<\/strong> button to move to the next step.\r\n<h4>Phase 2 &#8211; Mapping<\/h4>\r\n<h4 style=\"text-align: center;\"><a href=\"\/help\/wp-content\/uploads\/2023\/08\/import_expenseitem_3.png\"><img loading=\"lazy\" decoding=\"async\" class=\"ss_img wp-image-2430 aligncenter\" src=\"\/help\/wp-content\/uploads\/2023\/08\/import_expenseitem_3.png\" alt=\"import expense item form p2\" width=\"349\" height=\"292\" \/><\/a><strong>Figure 3 &#8211; Import expense items form (2)<\/strong><\/h4>\r\nPhase 2 allows you to <strong>map<\/strong> or specify which columns from the import file should go into which fields of the new expense items. For example the Reference field allows you to select which column to import into the reference field. The Category field allows you to select the category column, and so on. If the column headers already match the field names then Psoda will automatically select those.\r\n\r\nThere is one special option on this page to <strong>Invert amount<\/strong> &#8211; if you set this check box then the amount from the import file will be inverted, i.e. positive amounts will be made negative and visa versa.\r\n\r\nIf you do not want to import a particular column from the file the just select the &#8220;<strong>Do not import<\/strong>&#8221; option from the list. You will be given an opportunity in the next step to specify default values for any fields you do not want to import.\r\n\r\nNOTE: The reference field must be unique for every expense item in your project so you cannot choose not to import the reference.\r\n\r\nSelect the <strong>Next<\/strong> button to move to the next step. If you have selected columns for all the fields then you will skip over the next phase (default values) and go straight to the last phase (results).\r\n<h4>Phase 3 &#8211; Default values<\/h4>\r\n<h4><a href=\"\/help\/wp-content\/uploads\/2023\/08\/import_expenseitem_4.png\"><img loading=\"lazy\" decoding=\"async\" class=\"ss_img wp-image-2431 aligncenter\" src=\"\/help\/wp-content\/uploads\/2023\/08\/import_expenseitem_4.png\" alt=\"import expense item form p3\" width=\"423\" height=\"210\" \/><\/a><\/h4>\r\n<h4 style=\"text-align: center;\"><strong>Figure 3 &#8211; Import expense items form (3)<\/strong><\/h4>\r\nPhase 3 allows you to set default values for any fields you chose not to import from the file. You may also be given the chance to assign a project name at this stage.\r\n\r\nThe fields may be the same as for <a href=\"\/help\/a511\">creating a new expense item<\/a>, except for the additional field to select the <strong>Transaction types to import<\/strong>. However, this is very much dependent on which options you selected in phase 2. Figure 3 above provides an example of what this popup might look like at this stage.\r\n\r\nYou can select multiple <strong>transaction types<\/strong> to import by holding the CTRL or SHIFT keys and clicking on the name of the additional transaction type(s). To de-select, click on the highlighted name while still holding the CTRL or SHIFT keys so as not to lose all other selected transaction types.\r\n\r\nClick the <strong>Import expense items<\/strong> button to start importing the expense items.\r\n<h4>Phase 4 &#8211; Importing&#8230;<\/h4>\r\n<h4><a href=\"\/help\/wp-content\/uploads\/2023\/08\/import_expenseitem_5.png\"><img loading=\"lazy\" decoding=\"async\" class=\"ss_img wp-image-2432 aligncenter\" src=\"\/help\/wp-content\/uploads\/2023\/08\/import_expenseitem_5.png\" alt=\"import expense item progress\" width=\"414\" height=\"146\" \/><\/a><\/h4>\r\n<h4 style=\"text-align: center;\"><strong>Figure 3 &#8211; Import expense items form (4)<\/strong><\/h4>\r\nPhase 4 performs the actual import. You will see a progress bar that will automatically update and show you how much of the file has been imported. If you do not see automatic updates then you can force a refresh with the <strong>Refresh<\/strong> button.\r\n\r\nOnce the import is complete the Refresh button will change to a <strong>Next<\/strong> button.\r\n<h4>Phase 5 &#8211; Results<\/h4>\r\nOnce the import is completed, click on the <strong>Next<\/strong> button to see the results.\r\n\r\nIf there were any failures while importing a table will by shown listing all of the failures including the line where the failure occurred, descriptions of the failures and the first 20 characters of the line to make it easier to identify.\r\n\r\nIf any expense items were successfully imported they will be listed in a table with links allowing you to easily view the new expense items.\r\n\r\nThe <strong>Import expense items<\/strong> form will remember the options that you selected for next time that you want to import more expense items.<\/div>\r\n<div class='content-column one_fourth last_column'><h4>Related topics<\/h4>\r\n<ul>\r\n \t<li><a href=\"\/help\/a4\">Navigator<\/a><\/li>\r\n \t<li><a href=\"\/help\/a104\">View project page<\/a><\/li>\r\n \t<li><a href=\"\/help\/a510\">Expense items<\/a><\/li>\r\n \t<li><a href=\"\/help\/a511\">Add expense item form<\/a><\/li>\r\n<\/ul><\/div><div class='clear_column'><\/div>","protected":false},"excerpt":{"rendered":"<p><div class='content-column three_fourth'><\/div>  This popup form can be accessed via the bottom of the &#8216;Expenses&#8217; table in the Expenses tab at any of the parent view pages (e.g. organisation, programme, project or sub-project) , as shown in Figure 1.    Figure 1 &#8211; Access via expenses table  Completing the expense items import consists<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":0,"menu_order":123,"comment_status":"closed","ping_status":"closed","template":"","meta":{"inline_featured_image":false,"footnotes":""},"class_list":["post-695","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.0 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Import expense items form - Psoda Help Centre<\/title>\n<meta name=\"description\" content=\"Read the documentation and learn how to use Psoda&#039;s Import expense items form\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.psoda.com\/help\/a515\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Import expense items form - 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