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If you need to capture costs from devices like photocopy machines of phone systems you can import the data from CSV files.

The process is fairly straight forward:

  1. Create a "Disbursement Import Specification" to map the fields in the CSV file to the associated Actionstep fields
  2. Import CSV files and select the appropriate import specification

Creating Import Specifications

Go to Admin > Timekeeping > Disbursement Import Specs and create a new specification (see screenshot).

Fields

* Fields marked with an asterisk can be specified by the user when importing the file and do not need to be included in the CSV file

FieldDescription
Specification NameSomething to identify the spec in a list e.g. "Xerox 2105"
Use TemplateIf you select an existing disbursement template the imported will use those values as defaults and save you having to include these in the import file. If you specify a template then the only mandatory fields in the file are Disbursement Date, Description, and Quantity
Date FormatAlways use a 4-digit date and either "-" or "/" as delimiters. So for DMY you could specify 23-02-2015 or 23/02/2015
List PositionIf you have more than one Import Specification then this will govern the order they will display on lists when selecting them
Total Header RowsHow many rows before the data rows
Total Footer RowsHow many rows after the data rows
[[Action Alias]] ID*Action ID (note that depending on your alias settings this may display as Matter ID or Project ID, etc). This will be the action the disbursement will be posted to
External ReferenceOptional unique identifier for each row set by the source (e.g. the reference ID from the photocopier)
Disbursement DateDate the disbursement was created (see Date Format above)
Associated User ID*The Actionstep user doing the import or the user you want to associate with the import. This is the ID from their contact record in Actionstep
DescriptionDescription of the disbursement item (e.g. "photocopies")
QuantityThis number multiplied by the unit price will give the total price for each line item
Unit*Unit of measure (e.g. "Each")
Unit PricePrice for one unit of this line item
Includes GSTSpecifies if the price includes sales tax (default is False)
GST Code*Sales tax code
Income Account ID*Which GL account this item should be coded to (for income purposes)

Importing Files

Goto Actions > Billing > Disbursements Import

Select a file, select an import specification, and enter any default values and then click "Save".

If the importer encounters an error it will display a message guiding you to what caused the issue. If this happens no results will be committed to your system. You should address the issue and run the importer again in it entirety.

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