If you need to add departments in bulk or require changes to several existing departments, we recommend using the import tool.

The maximum number of records/departments is 10,000 per CSV file import. You can use the import option to set up and change existing department data.

Before completing a department import, please download and read the full Department Import Specification. You can also download a Department Import Template CSV file if required.

Prerequisites

If assigning approval flows to departments, please ensure all approval flows are created before importing the department data.

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 an existing department is found with the same name, the existing department is updated.

  • If any data field on a record has an error, the record is skipped, and processing moves onto the next record.

Import departments

1. Navigate to Departments and click the Import button.

2. Click Browse and select the CSV file containing the department data.

  • Set Test Mode to Yes if you wish to test the data file for any issues before importing directly to the Account.

  • Click View Full Details in the File Processing Complete banner to view the test import detail results.

  • A processed test mode email notification will be sent to you with a summary of the test results.

3. Click the Import button.

4. Click View Full Details in the File Processing Complete banner to view the import Details results.

  • New records - number of new departments created.

  • Updated records - number of existing departments changed.

  • Skipped records - use the feedback given for each skipped record to make corrections to the record before importing again.

5. Check the processed file email notification sent to you matches the import record totals.

If an unexpected error occurs, please contact support@expensein.com for help and guidance.

Related articles

Set up your departments

Set up approval

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