This article helps you bulk load credit card expenses using the CSV import feature. You’ll need Create or Edit permissions for Credit Card Expenses, and the expense record must not be posted. Your CSV must be properly formatted with a maximum of 500 records per transaction.
When to import credit card expenses
Import expenses when you:
Receive credit card statements in spreadsheet format.
Need to bulk load historical expenses.
Get expense reports from external sources.
Migrate data from another system.
Before you start
Make sure you have:
Create or Edit permissions for Credit Card Expenses.
An unposted expense record (the Import button is available only if the record is not posted).
A correctly formatted CSV file with no more than 500 expenses.
All accounting codes and supplier names in your CSV matching your system records exactly.
Prepare your CSV file
Your CSV file should contain the expense information you want to import. Common columns include:
Transaction dates.
Supplier or vendor codes.
Amounts for debits and credits.
Descriptions or references.
Accounting codes, such as cost centre, ledger, analysis, fund, and VAT.
🤓 Tip: You can use a header row in your file, or import a file without headers if you prefer.
Start the import process
Open or create your expense record from the Credit Card Expenses page.
Click Import Expenses.
Select your CSV file from your computer.
Select My import file has headers if your file includes a header row.
Configure monetary values
Set how the system should read debits and credits:
Single column: If your file has one amount column, positive numbers are debits and negative numbers are credits.
Separate columns: If you have separate debit and credit columns, map each column accordingly.
Map your data fields
Assign each field in the system to a value from your CSV or enter a fixed value for all rows. Available fields include:
Date: Transaction date. Accepts DD/MM/YYYY or YYYY/MM/DD format. Use a single format throughout your CSV.
Supplier: Text value. The system matches supplier codes to your existing data.
Reference: Text value, such as invoice number or transaction ID.
Description: Text value for expense details.
Cost centre: Must match your existing cost centre codes.
Ledger code: Must match your ledger codes.
Analysis: Additional classification if needed.
Fund: Must match your fund codes.
VAT code: Used for tax calculation, must match system codes.
For each field, you can:
Set a fixed value for every row.
Map the field from a column in your CSV.
Leave the field blank to complete later.
Attach the source file (optional)
Select Attach import file to expense record if you want to keep a copy of the original CSV with your expense record for audit purposes.
Complete the import
Review your settings.
Click Import.
The system:
Validates your data and date formats.
Adds all valid rows to your expense record.
Confirms when the import is complete.
VAT calculation
When you map a VAT Code, the system calculates VAT based on the gross amount in your CSV and works out the net and VAT values.
For example, if your CSV lists £120.00 with a 20% VAT code, the system records a net amount of £100.00 and a VAT amount of £20.00 to match.
Troubleshooting and important details
You can import a maximum of 500 records per expense. If you need to add more, split your CSV and create separate transactions.
If codes or names in your CSV do not match your existing records, those fields will be left blank.
Use one date format throughout your CSV.
Double-check that all codes and supplier names match your system’s master data, including spelling and case.
The Import button is disabled if the expense is posted, you lack the right permissions, or the transaction already contains 500 records.
Select Attach import file to expense record to keep a record of your import for audit purposes.
⚠️Important: If the Import button is greyed out, check your permissions, that the record is not posted, and you have not reached the 500-record limit.