Account Administrators can add, remove and move fields or make settings changes to CSV export formats on your account.
Note: If you're using a CSV export format specifically designed for a particular accounting package, making changes could cause the import into your accounting package to stop working. Always test any changes made before using the changed export format for processing live expense data.
To edit a CSV export format, follow the steps below:
1. Click the Account Name > Admin.
2. In the Account Setup section, click the Export Formats subheading.
3. Select the relevant tab: Expenses, Invoices or Purchase Requests.
4. Click the Edit icon next to the format you'd like to edit.
Note: You can also click the three dots icon and select Edit from the drop-down.
5. On the Details tab, edit the fields as required.
Export Format Name - change the name of the export format.
Description (optional) - add a description for the export format.
Amount Format - set the way the amounts are exported. Hover over the question mark icon to get more information on the different amount formats.
Use Excel Leading Zero Formatting - determine if leading zeros are included when opening the file in Excel.
Areas - select which areas of the system the selected export format will be made available, multiple areas can be selected:
My Expenses - available to End-users.
Approval - available to users who Approve expenses.
Finance - available to Finance users.
PA Assist - available to users who assist other users.
6. On the Export Fields tab, select the data fields you want to be exported from the system when exporting expenses, invoices or purchase requests using the selected format.
Data Fields - the field you wish to be included in the export format.
Note: If you want to add a custom field to your export format, you'll need to have created it first in the Admin area. The custom field will then be available as a Data Field to select when editing your export formats.
Header Name - the header name you require for the data field when exported.
Empty Value - default value populated when the expenses, purchase requests or invoices being exported do not have a value for the selected field.
Field Options - certain field types allow you to choose a particular format or option.
7. To add extra fields, click Add Export Field +.
8. To remove an existing field, click the red x icon to the right of the field.
9. To change the order of the data fields in the selected export format, click the drag and drop icon to the right of the field, and drag the field to your preferred position.
10. Click Update.