Importing Expense Groups

How to Load Expense Groups in Bulk

To import expense groups, you need to start by exporting your budget as an XLSX file, which will be your template. This file will display all current expense groups as examples.

When importing, only the rows that contain y in the first column will be imported, while any other rows will not be reloaded. It's essential to remember that importing will create new expense groups, rather than update existing ones. Once you include y in the first column, conditional formatting will become active and highlight any potential errors in the row. A purple background in a cell will indicate that a required value is missing, while purple text in a cell will indicate an invalid value.

When considering import, it is helpful to note that column headers are in different colors to indicate which columns are mandatory (purple), and which are optional (blue).

For expense groups import, these columns are mandatory:

• Expense Group Name: This field must be unique.
• Expense Group Type: This field must match one of the valid expense group types for your budget. The values are validated against the hidden Expense Group Type tab.
• Budget Segment: This field must be a valid budget segment and is validated against the list on the Budget Segment tab. If you have shared cost rules, then this field is called Budget Segment (if no Shared Cost Rule), and it is placed next to the column Shared Cost Rule (if no Budget Segment).
• Status: This field represents the expense group's status, which can be either Open or Closed.
• Owner: This field should contain the email address of the owner of the expense group. The values are validated against the hidden Owner tab.

For expense groups import, these columns are optional:

• Parent Goal (if no Campaign): This is the goal which is the parent of the expense group.  An expense group cannot have two parents.  Values are validated against the Goals tab.
• Parent Campaign (if no Goal): This is the campaign that is the parent of the expense group.  An expense group cannot have two parents.  Values are validated against the Campaigns tab.
• GL Code: Values are validated against the hidden GL Code tab.
• PO Number: The purchase order number.
• Timeframe: There will be a column per timeframe, where the allocated amount can be specified if there is a budget segment specified.

After saving the XLSX file containing one or more expense group rows with y in the first column, you can proceed to import the file.

1. Navigate to the Import / Export Data page, and select Expense Groups from the dropdown list under the Import section.
   
   
2. Then click Upload, and select your XLSX file from your local machine.
   
3. Finally, click Import.
   

If there are any errors during the import process, a list of errors will be displayed. You can address these errors in your XLSX file, clear them, and try importing again. However, if there are no errors, your expense groups will be successfully loaded, and you will receive a notification indicating a successful import.