Some Function Point customers have business processes that require expenses be entered into external applications, such as accounting or expense systems. In these cases, when there are a large number of expenses involved, it is onerous to manually enter items individually into FP to ensure that the system's financial information is up to date. In response to this need, FP has ability to bulk import expense items into the system at the Job level. Follow the steps below to learn how to bulk import expenses in to your FP system.
Ensure you have permissions to access Expense Import Functionality
Navigate to Admin > Rate and Staffe Management > Staff, Staff Rates and Permissions, and select Permissions for the staff member who needs access to the Expense Import functionality.
Find and open the Expenses list and click the checkbox beside the "Expense | Import" privilege.
Export your Expenses and Enter into CSV Import Template
The first thing to do is get a list of all your expenses by exporting them from your external software.
Once you've exported your expenses from your external software, you'll need to download the CSV upload template from your FP system. It can be found by hovering over the Expenses tab in the main navigation bar > External > Import Expenses.
This will bring you to the Batch Import page, where you can download the CSV file by clicking the Download button under Step 1.
The template will look like the one pictured above. Enter your exported expense items into the template. Mandatory fields are marked by an asterisk(*). For a description of what goes in each column click here. Note: if you leave the "Manually Exported" column blank, the expense will import into FP with the status "Manually Exported." If you fill the column with a "0" (zero), the item will import into FP with a status of "Unposted." Save your file when you've finished.
Upload your CSV into FP
Return to your FP system, and upload the completed CSV template by choosing your file and clicking the Upload CSV button.
Reviewing your Import
After your import is complete, an import status box will appear.


- A duplicate reference number already exists in the system
- The supplier name entered ("Jaret+*") does not exist in the FP system, and "Copywritingg" did not match an expense name or code in FP



How to Fill in The Import CSV Template
Batch Expense Import: Explanation of CSV Column Data
# |
Column Header |
Column Description |
1 |
Reference Number |
Expense identifier. Must be unique to supplier. 20 characters max. |
2 |
Supplier* |
Client company associated with expense. Required field. |
3 |
Expense Date |
Defaults to current date if none provided. The date format is defined in FP’s System Preferences. |
4 |
Payable Account |
Must be a Payable Account, can take either: Number Name, Name, or Number. |
5 |
Office |
Office location of your team. Defaults to logged in user’s office. |
6 |
Description |
Expense description. |
7 |
Terms |
AKA PO Discount in List Maintenance. Defaults to the default in there. |
8 |
Job* |
FP Job associated with expense. Can take either Number or Name. Required Field. |
9 |
Expense Type* |
Type of expense. Required field. |
10 |
Quantity |
Number of units to record. Defaults to 1. |
11 |
Rate |
Dollar amount per unit. Defaults to 0. |
12 |
Billed |
Has expense been billed to Client? 1/0 must be entered for Yes/No respectively. Defaults to 0. |
13 |
Markup% |
Percent of markup. Must enter as a decimal, e.g., enter 0.1 for 10% markup. |
14 |
Tax Group |
Tax group to be applied to expense. |
15 |
Service Group |
Service Group related to Expense. If left empty, Function Point selects one deemed most appropriate relative to Expense Type. |
16 |
Tip |
Dollar amount of tip |
17 |
Discount |
Dollar amount of discount |
18 |
Override |
The final expense amount if you wish to manually enter it. |
19 |
Manually Exported |
Do you want expense marked "Manually Exported"? 1/0 must be entered for Yes/No respectively. Defaults to 1. |
We hope this article was helpful! For more step-by-step articles, videos, and webinars, check out the rest of our Help Centre. You can also contact us at support@functionpoint.com with any questions, concerns, or comments. We're happy to help.
Comments
0 comments
Please sign in to leave a comment.