Import expenses and expense allocations
You can import expenses and expense allocations in Kompass using .csv files. Following fields can be used.
- Required field must be included in the file. Additionally, each record must have information for required fields.
- Field names are case sensitive.
- For all fields with an "_id" suffix, further information is needed. Each such record has an ID for database referencing (i.e. payment_method_id, approved_by_id, supplier_id etc). You will need the list of data along with their ID's to correctly populate the table. Please speak with your Kompass Champion to get these ID's.
To understand more the differences between expenses and expense allocations, please check our Expenses How-to Guides here.
Expenses
Field | Description |
date [required] | Date the expense has occurred. |
amount [required] | Amount of expense. |
payment_method_id [required] | Payment methods can be defined by your organization (i.e. cash, credit card, cheque etc.) |
description | Name of the expense (i.e. fuel, cables, tolls, spray paint etc.) |
approved | Date the expense was approved. |
approved_by_id | The user ID of the employee who approved the expense. |
approved_notes | Notes that can be added for an approved expense. |
checked | Date the expense was checked. |
checked_by_id | The user ID of the employee who checked the expense. |
checked_notes | Notes that can be added for a checked expense. |
created | Date the expense was created. |
notes | Details of the expense. |
rejected | Date the expense was rejected. |
rejected_by_id | The user ID of the employee who rejected the expense. |
rejected_notes | Notes that can be added for a rejected expense. |
submitted | Date the expense was submitted. |
submitted_by_id | The user ID of the employee who submitted the expense. |
submitted_notes | Notes that can be added for a submitted expense. |
supplier_id | Supplier's ID related with the expense. |
supplier_name | Supplier's name related with the expense. If a Supplier with the provided name exists, Kompass will re-use it. If it doesn't exist, Kompass will create a new Supplier. |
user_id | Employee the expense is allocated to. |
Expense Allocations
Please note that expense allocations with the same date and quote item ID will import under the same expense.
Field | Description |
amount [required] | Amount of the allocation. Please make sure that the sum of allocations is equal to expense_amount. |
expense_amount [required] | Amount of the entire expense. |
expense_date [required] | Date the expense has occurred. |
expense_org_id [required] | The ID of your org. Most of the times it'll be "1". |
expense_payment_method_id [required] | Payment methods can be defined by your organization (i.e. cash, credit card, cheque etc.) |
quote_item_id [required] | Quote/ Proposal item the expense allocation will be allocated to. |
type_id [required] | Expense allocation type. |
expense_approved | Date the expense was approved. |
expense_approved_by_id | The user ID of the employee who approved the expense. |
expense_approved_notes | Notes that can be added for an approved expense. |
expense_checked | Date the expense was checked. |
expense_checked_by_id | The user ID of the employee who checked the expense. |
expense_checked_notes | Notes that can be added for a checked expense. |
expense_description | Name of the expense (i.e. fuel, cables, tolls, spray paint etc.) |
notes | Details of the expense allocation. |
expense_notes | Details of the expense. |
expense_rejected | Date the expense was rejected. |
expense_rejected_by_id | The user ID of the employee who rejected the expense. |
expense_rejected_notes | Notes that can be added for a rejected expense. |
expense_submitted | Date the expense was submitted. |
expense_submitted_by_id | The user ID of the employee who submitted the expense. |
expense_submitted_notes | Notes that can be added for a submitted expense. |
expense_supplier_id | Supplier's ID related with the expense. |
expense_user_id | Employee the expense is allocated to. |