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#420 Expense Reimbursement Import
Function
The Expense Reimbursement Import supplement allows you to take spreadsheet files and create an expense reimbursement (TR) batch. The spreadsheet file must be set up in a standard format.
Things You Should Know
Operating Instructions
In Excel:
The required format for the file to be imported is as follows:
Save the Excel spreadsheet using the save as option and select the desired file type. Your options are Excel Workbook, Text (Tab delimited) or CSV (Comma delimited).
In GMS:
Select the file type in which you saved the spreadsheet.
Import From: Select the drive and path where the file(s) you wish to import exists. You may use control click to select multiple files or shift click to select a range of files.
GL Account: Select the liability account for the credit side of your expense reimbursement entry.
Pay Period from/to: Select the beginning and ending periods of the payroll in which you will include the expense reimbursements. Be sure to put a checkmark in the box next to the dates also.
Posting Period: Select the posting period for the TR batch.
Batch Description: This optional field allows you to enter a description that will print on the TR batch control sheet and register.
Attach Documents: By checking this box the system will automatically attach all files imported to the batch.
Import: Click to import the selected file(s). Once the file has been imported, you will receive a message saying that the file(s) have been imported successfully. You should then review the TR batch to assure that the data was imported correctly.
The Expense Reimbursement Import supplement allows you to take spreadsheet files and create an expense reimbursement (TR) batch. The spreadsheet file must be set up in a standard format.
Things You Should Know
- Each expense reimbursement must be saved as a separate file with only one sheet.
- The spreadsheet to be imported must be in an Excel, Text or Comma Separated Value (CSV) format.
- Each employee expense reimbursement can have a description entered for the reimbursement. This is an optional field.
- If an employee has multiple lines to be imported, the description must be the same for each line.
- Should you try to import an expense reimbursement file containing an inactive element or GL code, the process will be stopped and a list provided of the inactive codes and the employee for which they were found.
- Care needs to be taken in how the files are named when saved. If the files are named using the employee code at the beginning of the file name, followed by an alpha character, other character, or space, each imported document will be attached to the appropriate employee expense reimbursement form. If they are named in any other way, the imported files will be attached to the batch but not to the individual employee form.
Operating Instructions
In Excel:
The required format for the file to be imported is as follows:
- Column A: Employee Code
- Column B: Element code
- Column C: GL Code
- Column D: Amount
- Column E: Description (This is an optional field)
Save the Excel spreadsheet using the save as option and select the desired file type. Your options are Excel Workbook, Text (Tab delimited) or CSV (Comma delimited).
In GMS:
Select the file type in which you saved the spreadsheet.
Import From: Select the drive and path where the file(s) you wish to import exists. You may use control click to select multiple files or shift click to select a range of files.
GL Account: Select the liability account for the credit side of your expense reimbursement entry.
Pay Period from/to: Select the beginning and ending periods of the payroll in which you will include the expense reimbursements. Be sure to put a checkmark in the box next to the dates also.
Posting Period: Select the posting period for the TR batch.
Batch Description: This optional field allows you to enter a description that will print on the TR batch control sheet and register.
Attach Documents: By checking this box the system will automatically attach all files imported to the batch.
Import: Click to import the selected file(s). Once the file has been imported, you will receive a message saying that the file(s) have been imported successfully. You should then review the TR batch to assure that the data was imported correctly.