If you need to add existing mileage in bulk or require changes to several existing mileage records, we recommend using the import tool.
Note: Before completing an existing mileage import, please download and read the full Existing Mileage Import Specification. You can also download a Existing Mileage Import Template CSV file if required.
Prerequisites
Ensure users who require existing mileage adding are set up as users.
General rules
File must be .csv.
Column headers are required for data fields that need updating. Header names are space and case insensitive.
If the file does not contain the required data fields, the whole CSV file will be rejected.
If the file contains any extra headers not recognised, the whole CSV file will be rejected.
If existing mileage is found for a user with the same name and tax year, the existing mileage is updated.
If any data field on a record has an error, the record is skipped, and processing moves onto the next record.
The maximum number of records is 10,000 per CSV file import.
Import existing mileage
1. Go to Admin > Existing Mileage.
2. Click the Import button to import your existing mileage data.
3. Click Browse and select the CSV file containing the existing mileage data from your device.
4. Click Import.
Note: Always use Test Mode to ensure you are importing the data correctly. After your file has been tested, click the View Full Details in the File Processing Complete banner to view the Imported File Details results.
New records - number of new existing mileage records created.
Updated records - number of existing mileage records changed.
Skipped records - use the feedback given for each skipped record to make corrections to the existing mileage records before importing the file again.
If an unexpected error occurs, please contact support@expensein.com for help and guidance.
5. Check the processed file email notification sent to you matches the import record totals.
6. Once you have successfully tested your existing mileage import, import your existing mileage with Test Mode disabled.
7. When your CSV file is imported, you will receive a confirmation message on the page; your existing mileage records will now be added or updated.