Importing in-house expenses

When importing in-house expenses, you first select options that define the contents of the import file, and you then import that file into Ajera. You save those options so you can use them for files you import later, changing them as needed.

Note: When you import in-house expenses into Ajera, each import file appears as a new in-house expense log. You cannot import expense entries to an existing in-house expense log.

Before importing in-house expenses for the first time, be sure to review instructions for Setting up the import file.

To import in-house expenses

  1. From the > Manage menu, click Import Expenses.
  2. Complete the following fields:

For

Do this
Import file Select the file that contains the in-house expenses you want to import to Ajera.
Company

Multi-company only. Select the company that is responsible for the in-house expenses.

Description

Type the name that identifies the in-house expenses you are importing. It is the name that appears for the expenses in > Manage > In-house Expenses.
Log date Enter the date for the group of expenses you are importing.
Notes Enter any notes about the in-house expenses you are importing.
  1. Click the Options button. The Import In-house Expenses Setup window appears.

  2. The columns listed in the Import Columns box on this window must exactly match those that appear in the import file that you want to import to Ajera.

  • To move a column into the Import Columns box, select it in the Available Columns box, and click the right arrow.
  • To move a column out of the Import Columns box, select it in the Import Columns box, and click the left arrow.

For data that is redundant, you can import only one column or the other. For example, if you include the Phase Description in the Import Columns box, Ajera does not allow you to include the Phase ID.

When working with the import columns, do the following as needed:

If the import file has

Do this
A key field

Move the key field into the Import Columns box. For some types of entries, key fields are available, such as an Activity key.

You cannot move a key field to the Import Columns box if a related item already appears there. For example, you cannot add the Activity Key until you first move the Activity Description out of the box.
No column for the activity

If all the in-house expenses you are importing have the same activity and you do not have a column for it in the file you are importing, do the following:

  • Ensure that the Activity Key and Activity Description columns do not appear in the Import Columns box.

  • In the Activity field below the table, select the activity you want to enter for all expenses.
No column for the phase

If all the in-house expenses you are importing have the same phase and you do not have a column for it in the file you are importing, do the following:

  • Ensure that the Phase Description, Phase ID, and Phase Key columns do not appear in the Import Columns box.

  • In the Phase field below the table, select the phase that you want to enter for all expenses.
  1. Order the columns in the Import Columns box to match the order in your import file by clicking a column, and clicking the up or down arrow.
  2. Click Save. The Import In-house Expenses window appears.
  3. Click Import.
  4. To review the expenses you imported into Ajera, from the > Manage menu, click the In-house Expenses > Existing tab. Make changes as needed.

  5. If you need to report on the imported expenses, do the following:

  • On the Transaction Expense inquiry, add the Is Imported column.
  • Review the session journal.