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:
- Create a "Disbursement Import Specification" to map the fields in the CSV file to the associated Actionstep fields
- 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
Field | Description |
---|---|
Specification Name | Something to identify the spec in a list e.g. "Xerox 2105" |
Use Template | If 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 Format | Always use a 4-digit date and either "-" or "/" as delimiters. So for DMY you could specify 23-02-2015 or 23/02/2015 |
List Position | If you have more than one Import Specification then this will govern the order they will display on lists when selecting them |
Total Header Rows | How many rows before the data rows |
Total Footer Rows | How 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 Reference | Optional unique identifier for each row set by the source (e.g. the reference ID from the photocopier) |
Disbursement Date | Date 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 |
Description | Description of the disbursement item (e.g. "photocopies") |
Quantity | This number multiplied by the unit price will give the total price for each line item |
Unit* | Unit of measure (e.g. "Each") |
Unit Price | Price for one unit of this line item |
Includes GST | Specifies 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"