Import expense items using a spreadsheet in Q360:

• Note: Your System Admin should provide the spreadsheet file (i.e. Excel). This may be a core template or a modified version specific to your organization.  Download this file for use in step 4 below

1. Modify template data as necessary
2. Go to File menu > Expenses > Review Q tab and click the Extended Menu button
3. Select Import Expense Items
4. Select the downloaded and modified file and click the Import File button
5. Verify the imported data displays correctly and click Submit

Admins – Locate Import Maps:

1. Navigate to Maintenance menu > Import Map Builder
2. Search for the applicable EXPENSE type Import Map

Special logic for DISPATCHNO Column:

The DISPATCHNO column in the expense import map builder has a unique functionality:

• The system accepts both CallNo and DispatchNo values
• If a value is entered, the system will first check for a matching DispatchNo.  If no match is found, it will then check for a matching CallNo

Additional Important Notes:

• Validation:  Ensure all required fields in the template are filled in correctly before importing to avoid errors
• HR Article Entry: For each employee that submits expense items, ensure an article entry is added in the HR > Employee > Article tab with the following details:
  • Type field = PCARD
  • Description field matches the employee Name exactly