This is a brief and simple tutorial on how to import your expenses from Excel:
1. Go to “System -> Import and Export”
2. Select “Expenses”
3. Upload your Excel file (you can refer to our sample format at this link: https://app.icount.co.il/expenses/import.php)
That’s all you need to do! If you have any inquiries or require additional help, please don’t hesitate to ask. Wishing you a fantastic day!
Import expenses from Excel
We’re excited to let you know that iCount system now allows you to import your expenses from an Excel file. This feature is a real time saver for our users! Since the structure of the Excel file is quite specific, we’ve prepared a sample file for you. We believe it could be a big help for you to simply download our sample file and fill in your expenses according to the template. Thank you for choosing iCount system, we hope you will have a great experience and find using this feature helpful!
As you can see, each column in the Excel file contains an explanation of the data that should appear in it. When uploading an Excel file to the system, make sure it includes the first row of each column, as shown in the example – the data entries will start from the second row and onwards.
Anyway, we’ve copied the explanations for each column here as well:
Here are some fields you can fill out to help categorize your expenses! Some fields are required, but don’t worry if you don’t have all the information – we’ll do our best to fill in the gaps.
A. Supplier ID/Number (not required if there’s already a supplier name in cell B).
B. Supplier name (not required if there’s already a supplier ID/number in cell A).
C. Expense category name – if we can’t find a match, we’ll create a new category without a sales tax percentage. You can go in and edit the percentage later if needed!
D. Expense amount – please enter just the number without a currency symbol.
E. Currency code: 1 for Euro, 2 for USD, 3 for Japanese Yen, 4 for British Pound, 5 for Shekel. If left blank, we’ll assume the currency is Shekel.
F. Exchange rate – if left blank and the currency isn’t Shekel, the system will try to get the exchange rate from the Bank of Israel.
G. Document type: invrec, receipt, invoice, or deal. If left blank, we’ll default to invrec (invoice/receipt for tax purposes).
H. Document number – the number you received from the supplier, like an invoice number.
I. Document date – the date on the document you received from the supplier. If left blank, we’ll assume today’s date.
J. Payment date – the date the payment will actually leave your account. If left blank, we’ll assume today’s date.
K. Has the expense been paid? Enter 1 for yes, 0 for no or leave blank.
L. Payment date – if the expense has been paid, enter the date the payment was made. If left blank and you marked yes in column K, we’ll assume today’s date.
M. Different reporting date – leave this column blank unless you need to report an expense from a previous month or year.
N. Customer – if applicable, enter the name or ID number of the customer you want to link this expense to. This customer must already be in our system.
O. Project – if applicable, enter the name or ID number of the project you want to link this expense to. This project must already be in our system.
Duplications in importing expenses from Excel
Just popping in to let you know that our system is pretty clever and can detect if a file has been accidentally imported twice. So even if you try to upload the same file twice or copy a line from one file to another by mistake, the system will filter out any duplicates based on the supplier, payment date, document type and invoice number. However, it’s always best to avoid importing duplicates whenever possible. Have a great day!
