1. Downloading Your File Template #
Location: Payments >> Batch Payments >> File Upload
What you need to do:
- Download Out-of-Pocket Expenses file: This will generate a CSV file
2. About Your File Template #
- Your file template must be in CSV format
- You must not add or delete any columns from the file template
- Please ensure that there are no empty rows between expenses
- For example, if a file consists of 10 expenses, then rows 2 to 11 should be populated
- Please ensure all mandatory fields are accurately filled out
- Refer to the File Template Content for the list of mandatory fields
- Each row on the file template represents an out-of-pocket expense. The default setting assumes all out-of-pocket expenses on the same file are under the same user. If you wish to upload multiple expenses under the same user, then simply replicate the same row
3. File Template Content #
Your file is structured as follows
| Field & Datatype | Description | User Input Permitted? | Mandatory? | Permitted Data |
| Date Numerical | The out-of-pocket expenses transaction date | Yes | Yes | DD/MM/YYYY |
| Expense Type String | This is the transaction type of the out-of-pocket expense | Yes | Yes | The value must be one of the following: ATM Withdrawal Point of Sales Fee & Charges Refund from merchant |
| Currency Code String | This is the currency of the out-of-pocket expense | Yes | Yes | It needs to be ISO 3-letter code |
| Amount Numerical | This is the amount of the out-of-pocket expense | Yes | Yes | It allows up to 2 decimal places, e.g. 100.99 Currency symbol is not required |
| Base currency equivalent Numerical | This is the equivalent amount of the out-of-pocket expense in your company wallet’s base currency | Yes | Yes | It allows up to 2 decimal places, e.g. 100.99 No currency symbol |
| VAT % Numerical | This is the VAT% of the out-of-pocket expense | Yes | No | It allows up to 2 decimal places, e.g. 5.00. % can be omitted |
| Merchant Name String | This is the merchant name of the out-of-pocket expense | Yes | Yes | It allows character, numeric and symbol. Maximum 175 in total |
| Description String | This is the transaction description of the out-of-pocket expense | Yes | No | It allows character, numeric and symbol. Maximum 250 in total |
| Merchant Address String | This is the address of the merchant of the out-of-pocket expense | Yes | No | It allows character, numeric and symbol. Maximum 495 in total |
| Merchant Country 3 character country code | This is the country where the merchant of the out-of-pocket expense located | Yes | No | It needs to align & match with the country list |
| Source of Payment Must align and match with the Source of Payment | This is the payment method for each out-of-pocket expense | Yes | No | The Source of Payment must be one of the options your administrator set up under Expense Tags. And it is case sensitive. |
| Source Note String | This is the note you want to supplement when the Source of Payment chosen as Other | Yes | No | It allows character, numeric and symbol. Maximum 175 in total |
| Note String | This is the note you want to supplement to the out-of-pocket expenses | Yes | No | It allows character, numeric and symbol. Maximum 500 in total |
