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15.8. FAQ: How do I import Expenses with Sub-Vendors?
FAQ: How do I import Expenses with Sub-Vendors?
You can import Expenses with Sub-Vendors through the Import Manager. It works similarly as to importing JFC/Partnership contributions (take a look at the Help File on importing JFC/Partnership contributions here). You will use the "Advanced Expense and Memos Import" template.
Step 1: Download the Advanced Expense and Memos Import template.
The "Advanced Expense and Memos Import" template is the only way to import expense with sub-vendors. Other templates or custom templates can not be used. Download a copy of the template here, or download it from Import Manager>Manage Templates>then click the download button to the right of "Advanced Expense and Memos Import."
Step 2: Complete the data entry in the Advanced Expense and Memos Import template.
To enter the Parent expense on the spreadsheet template, follow these data entry instructions:
The parent expense will require all the regular information required of successful imports (for organizations be sure to include Organization Name, Committee ID, Address, Contribution Date, Contribution Amount, etc.), but you'll also need to make sure you fill out the Disbursement Type column and the Group SEQ column correctly.
For the parent expense, enter Expense in the Disbursement Type column (Column R), and enter "1" in the Group SEQ column (Column S) for the first group of parent and sub-vendors. The parent expense and all associated sub-vendors should all be grouped with the same number. Enter "1" in the Group SEQ column for the first group, the next set with "2," etc.
To enter the Sub-Vendors or Memos on the spreadsheet template, follow these data entry instructions:
For each sub-vendor, enter either Sub-Vendor or Memo Expense in the Disbursement Type column (Column R), and enter the same number as the parent in the Group SEQ column (Column S).
Note: the only expense types that can be imported using this template are Unpaid Bill, Expense, Sub-Vendor, or Memo Expense. Other types are not supported.
Step 3: Import the completed spreadsheet.
Make sure to save the spreadsheet as a .CSV file, then complete the import as normal.