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.