Import expense data
- Kelly Collins
- Former user (Deleted)
You can upload expense data from a spreadsheet, by copying and pasting the spreadsheet's cells directly into RSM InTime. When you enter expense data using this method, the expenses will automatically be submitted and follow the approval route that has been set for the placement. This can be done for timesheets as well, go to import timesheet data for further information.
The standard RSM InTime format is shown below. RSM InTime also has the facility to import expense and timesheet data from 3rd party systems. In order to do this an import format must be created and configured to suit the data you wish to import. Whilst we have existing formats available, our experience is that these formats can differ. Any amendment and testing work which may be required would be charged on a time fee basis. We therefore recommend sample files are provided for analysis. If you wish to have the default import format applied or would like us to scope a format for you please contact our support team.
Standard expense import format details
Additional timesheet import formats
Importing expense data
From the top menu go to import/export and select import expenses.
Using the dropdown select your import from the source list. If you have multiple expense formats they will all be listed here for you.
You have the option to tick add data to existing expenses. Please note: this will add data to a expenses even if the data is duplicated, we would advise you to use this with caution and check the existing expense claim.
Using the box provided, paste your expense data. Ensure that the data you are pasting matches the format of the import selected.
When ready click upload and validate.
Review and validating data
You will see a table of your imported date, any issues are highlighted in red and displays undefined, an error message will be shown in the error column. See below for common issues.
If you need to change any of the fields that you imported (placement, rate, date, unit and comment), click the cell and amend the entry. If you want to change the placement or worker name, begin typing the placement reference or worker name and RSM InTime will offer auto-completion suggestions.
You can amend the cells accordingly, or if you decide some of the data should not be imported or can not be corrected on the review page, click start again and change or exclude the unwanted data when pasting from your spreadsheet.
For units, monetary amounts, tax rate figures etc you can click in the cell and over key.
Alternatively, if you wish to not import some lines from the expense import, you can untick the boxes in the select column. This will allow you to only import the lines that are ticked.
Once you are happy with the data, click submit to import the data and create or update the timesheets.
A message asks you to confirm that you want to submit the data. Click ok and the import process begins. A message appears when the import process has been completed successfully.
Failed imports
If the import was unsuccessful, you will not get the green progress line or if it only imported some of the lines will display something like saved items 5/10 instead of 10/10. You will get the ability to review these.
Common import issues
If the import format includes a worker name or reference and not a placement but the worker has more than 1 active placement for the date entered the user will have to select which placement the time should be uploaded to.
Sometimes the imported expense does not exist on the placement or it has been spelt differently, if a particular expense template has been assigned to the placement this will need to mirror what is on the import.
Standard expense import format details
Placement Ref - The ID for the placement.
Receipt Date - Standard date formats are accepted.
Expense Template - This needs to be as it appears on the expense template.
Description - free text box, for example for a mileage claim you may type: Driving to meeting.
Units - How many, for example, 1 train ticket. Or if mileage 35 for 35 miles.
Unit Net Rate - Net amount per unit.
Net - The net amount this will be units x the unit net rate.
Sales Tax Rate - e.g. enter 0 for zero rated or 20 for 20%.
Sales Tax - The amount of tax to be paid.
Gross - Total amount.
Additional timesheet import formats
We can develop custom timesheet import formats to match a spreadsheet / CSV file received from an external system. If you can supply support with a sample file and answers to the questions below, we will review and confirm a quote to develop.
- Can we get the placement reference that matches RSM InTime?
- Where can I get the worker from? Reference that matches RSM InTime ideally, or full name that matches RSM InTime.
- What expense details can we get. Does it have the standard data matching our standard import?
- Any extra data in file you want imported into the timesheets? Why and to where?