VAT4U offers the possibility to import expenses instead of entering expenses one by one. This feature can be very useful in case your company is having data availabe from an ERP or a travel expenses sowftare for example. In addition, some users prefer to inject data in Excel and import later this excel into VAT4U.
Tip: any import is revertible. This means that if something goes wrong or your raw data was wrong, you can simply revert the mass import (cancelling all the expenses imported in the document).
Where is the import function?
To access this feature, click on the main menu (...) on the top bar of VAT4U.
Click on "Start Import" to import a new file.
Which kind of data can be imported?
VAT4U can import .csv files. This file can easily be created from Microsoft Excel (you simply need to save the file as a csv coma delimited.
How to complete this excel layout?
The csv file must follow a certain layout (download the layout here).
The mandatory fields are indicated in black while the optional fields are included in light grey:
You have the possibility to import single item expenses (each invoice including 1 category of items) or multiple items per invoice.
What is the first field LINE_CODE?
When invoices include only one category of goods/services, all the data can be injected on the same line. The line must start with LINE_CODE 101.
For multiple items per invoice (e.g. Accommodation + Breakfast) the data must be injected in min. 3 lines: 1 invoice header line + 2 invoice items.
The first line must include the invoice header information (i.e Date, Country, Currency and vendor details) and start with LINE_CODE 201.
Each single item description should start with LINE_CODE 202.
Am I obliged to use Excel from creating or editing my csv file?
Asolutally not. If your IT team can setup a csv extraction from your systems following the VAT4U import layout, you do not need to manipulate any data with excel.
Most of the time the categories of expenses used by other systems are not the same that the official VAT4U categories. In this case you my follow two options:
- Offer the VAT4U categories in your other systems (e.g. travel expense management tool)
- Rework your raw data by replacing your own categories by the most appropriate VAT4U categories.
Did you know that you could import expenses from many companies in one go?
Some of our users manage the VAT refunds of many different clients and have in some cases 1 dataset from a supplier including all the invoice details of their customers. Customers for whom you are maybe managing the VAT recovery. In this case you can import all the expenses of all those companies (claiments). The process is the same as before.
Pre-requirements: you have setup all your different companies accounts and know the VAT4U ID of each of them.
The csv file must follow the following layout which is the same than the previous one but with 1 additional field (download the layout here).