Importing Employee Misc. Expenses From Microsoft Excel

How To Prepare The Microsoft Excel Import File

  1. Open a blank Microsoft Excel Spreadsheet or download the sample file referenced below.
  2. The first row (column names) should be labeled as shown in the table. Be sure to include the required fields. Field names do not contain any spacing within the word or before and after.
  3. Insert data starting at Row 2.
  4. Make sure the sheet name that contains the data is labeled Sheet1.
  5. Save the file in Excel 97-2003 format (*.xls).
  6. Close the file otherwise Sage Construction Management can not import the data.

Steps To Import the File

  1. Click the 'HR' icon on the left menu.
  2. Navigate to the Misc. Expenses row in the 'Stats' section.
  3. Click the 'Actions' button on the far right.
  4. Click 'Import From Excel' option from the drop-down menu.
  5. Click the 'Select Excel File' button to select the Microsoft Excel import file.
  6. After selecting the file, the data will be imported automatically.

Microsoft Excel Import Sample

ImportMiscExpenses.xls

Miscellaneous Expense Transactions

Column Name Required (*) Field Type Comments
ProjectNumber * Text Project # must exist in the system before importing.
PrimeContractNumber * Text Prime Contract # must exist in the system before importing.
ChangeOrderNumber Text CO # must exist in the system before importing.
ExpenseDate * Date

Recommended date format: DD-MMM-YYYY (example: 15-Oct-2023)

US supported format: MM-DD-YYYY (example: 10/15/2023)

ISO supported format: YYYY-MM-DD (example: 2023-10-15)
ExpenseType Text Options for Expense Type must already exist in system. See Setup link shown at top of main menu.

Examples: Gas, Materials, Reprographic Fees

PaymentType * Text Options for Payment Type must already exist in system. See Setup link shown at top of main menu.

Examples: Credit Card, Cash, Check

EmployeeName * Text Employee's Display Name. See Employee Profile for details.
PayeeType * Text Must be set to 'Employee' or 'Payee Company' without the quotes.
PayeeCompany Text If PayeeType is set to 'Payee Company', then this field is required. The Company referenced MUST ALREADY exist in the Contact Management module before importing.

Examples: American Express, Citibank Visa, Bank of America Mastercard

ItemDescription * Text
ItemUnit Text Examples: Ea, LS. Must be 10 characters or less.
ItemQuantity * Number Cannot be blank and cannot be zero.
ItemUnitPrice * Number
ItemResource * Text Options: M, L, E, S, O

If not specified, default will be O for Other.

ItemCostCode * Text Must exist in the system before importing.
ItemTaxCode Text Must exist in the system before importing. Otherwise, leave blank.
BillableStatus * Text Options: Billable, Unbillable, or On Hold. This field is on applicable on Cost Plus Contracts.