CSV import: Contract expenses

You can import expense information by uploading a CSV file. Expenses can be associated with the contract header (the contract) or with contract lines. Import the contract and contract lines in separate import processes before you import the contract expenses.

Note the following expected behavior regarding expenses:

  • For termed contracts, you can add expenses to the contract and/or to a contract line.
  • For evergreen contracts, you can only add expenses to the contract.
  • For kit contract lines, you can add expenses to the contract or to the kit component contract lines. You cannot add an expense to the kit item contract line.

Typically, a contract-level expense is a cost associated with obtaining the contract, such as sales commissions. A contract line-level expense is a cost associated with the contract line item, such as license royalties. You can report on both types of expenses at the contract level.

When determining whether to add an expense at the contract or contract line level, consider that contract line expenses are canceled if you cancel a contract line. Contract expenses are canceled if you cancel the contract. If an expense shouldn't be canceled in the event a contract line is canceled, enter the expense at the contract level.

Subscription

Contract Expense Recognition
User type Business
Permissions Contract: List, Add, Post

Download a contract expense import template

We recommend downloading a new blank import template whenever you import expense lines into Sage Intacct. This is important because:

  • Templates are automatically customized based on your company configuration, including dimensions and custom fields you created.
  • Templates can be updated by Intacct at any time, especially when a new version of Intacct is released. This means that an older template might not work.

To download a contract expense import template:

  1. Go to Contracts > All > Contracts > Expense lines.
  2. In the Expense Lines list, select Import.
  3. Select the Download template link.

    The template is saved to your Downloads folder.

Prepare a CSV file for import

When you download a template, the correct headers are in the template already. All you have to do is fill in the columns with your data, save it as a CSV file, and upload the file.

The header titles in the template you download correlate to fields in Intacct. Incorrect header titles will cause an upload error.

For more information about the CSV upload process, including best practices, common errors, and how to upload your CSV file, see Prepare your file for CSV import.

Best practices

The following best practices will help you prepare your CSV file for upload.

Download a template from the Company setup checklist or an object list page.

  • Use the latest template, especially following a product release.
  • Use the correct template for the area in which you want to upload information. Different templates organize different types of information. Use a template specifically for the information that you need to upload.
  • Don’t change the titles in the header row. The header titles correlate to fields in Intacct. Incorrect header titles will cause an upload error. When you download a template from the Company setup checklist, the correct headers are in the template.
  • Read the header descriptions in the template. The header description is the cell under the header row that explains what type of information is accepted for each column. If you enter information in the wrong format, or with an incorrect accepted value, it will cause an error in your upload. The header descriptions in the template show you how the information should look. For example, the header in the GL Journal Entries template for JOURNAL shows that allows up to four characters, is required, and has no default values. The header in the Reporting Periods template shows that the STATUS only allows the values 1 or 2, which correlates to True and False, and is not a required field.
  • Enter required information. Some data is required, while other data is not. Read the description field to determine which information is required. Required information is necessary for your upload to succeed.

Save the file as a comma-separated value, or CSV, file. If saving from Excel, you could choose the comma-delimited file type.

The file will have the file extension .csv after you save it. Leave the file open until your import is successful. Excel can sometimes reformat the file if you close it before the import is successful.

Avoid common import errors

Intacct recommends following these guidelines to avoid import errors.

In Microsoft Excel:

  1. Select all cells.
  2. Right-click the cells and select Format Cells.
  3. On the Number tab, select Text and then select OK.
  4. Save the file.

The short date format is formatted like this: 3/15/2021

In Microsoft Excel:

  1. Select a column of dates.
  2. Right-click the column and select Format Cells.
  3. On the Number tab, select Date and select the short date format.
  4. Save the file.

While spaces within memo fields are allowed, make sure that there are no leading or trailing spaces in any field (not just memos). Leading and trailing spaces might cause import errors. For all other fields, remove unnecessary spaces at the start or end of the data.

In Microsoft Excel:

  1. Select a range of cells.
  2. On the Home tab, in the Editing group, select Find & Select and select Replace.
  3. In the Find what box, enter one space. Leave the Replace with box blank.
  4. Select Replace All. A prompt opens telling you how many spaces have been removed.
  5. Save the file.

Commas are used to separate fields in CSV files.

To prevent data from shifting into the wrong columns, avoid using commas in numeric and text fields.

If you must include a comma in a text field, always surround the field with double quotes, for example "Smith, John".

Headers in your CSV file must match the template exactly, including spelling, capitalization, and spacing. Even small changes (such as adding a space or changing a letter’s case) will cause the import to fail. Always use the official template provided by Sage Intacct.

ID fields must contain exact references to customers or suppliers.

ID fields must match exactly, including capitalization. For example, ven100 and VEN100 do not match.

Enter the ID exactly as it appears in Intacct or you run the risk of matching transactions to the wrong supplier or customer, or having the upload fail.

If you reference a supplier, customer, term, budget, etc., in a CSV file, whatever you’re referencing must already exist in Intacct.

For example, if you’re uploading transactions for a vendor, that vendor must already exist in Intacct before you start the upload. If the vendor does not exist, the upload will fail.

This does not apply when creating new customers or suppliers using the import process.

For more information about to correctly number line items, see CSV import: Line number examples.

For fields with predefined valid entries (such as True/False), use initial capitalization. For example True, not TRUE or true. IDs require exact case matches, while predefined entries require initial capitalization.

If your import template contains a country field, for example for an address, make sure that this field has an entry.

If your company has enabled ISO country codes, you must specify the country code in the country field for each record. If you’re unsure whether ISO codes are enabled, check with your administrator or test a sample import to confirm the required format.

Format dates

When uploading your CSV file, you can select a Date Format for the dates in your file.

Date sequence Date format
Day, month, year
  • DD MM YY
  • DD.MM.YY
  • DD/MM/YY
  • DD-MM-YY
Month, day, year
  • MM DD YY
  • MM.DD.YY
  • MM/DD/YY
  • MM-DD-YY
Year, month, day
  • YY MM DD
  • YY.MM.DD
  • YY/MM/DD
  • YY-MM-DD
Day, month, year
  • DD MM YYYY
  • DD.MM.YYYY
  • DD/MM/YYYY
  • DD-MM-YYYY
Month, day, year
  • MM DD YYYY
  • MM.DD.YYYY
  • MM/DD/YYYY
  • MM-DD-YYYY
Year, month, day
  • YYYY MM DD
  • YYYY.MM.DD
  • YYYY/MM/DD
  • YYYY-MM-DD

When you select a date format here, Intacct attempts to import your file using the selected date format. If Intacct can’t import your file with the selected date format, it attempts to discover the date format used in your file and import the data using that date format.

Import a CSV file

Now that you've entered your data and looked through it for any of the common issues imports can have, you’re ready to import your file to Intacct.

To import your CSV file:

  1. Go to Company > Setup > Configuration > Import data.

  2. Find the information type that you want to import, and select the corresponding Import link.

  3. In the Import Company Information dialog, set the following and select Import:

    Import file option descriptions
    Option Description

    Browse

    Use the Browse button to locate and select the CSV file you want to import.

    Date format

    When you select a date format here, Sage Intacct attempts to import your file using the selected date format. If Intacct can’t import your file with the selected date format, it attempts to discover the date format used in your file and import the data using that date format.

    File encoding

    Leave this option set to "auto-detect" unless you're unable to import your file. Depending on your operating system, you may need to select a different type of file encoding.

    Process offline

    Some imports can take considerable time, depending on their size and how much processing the system must do on the uploaded data. If you're not sure how much time your upload will take, select Process offline. When the system completes the process, it sends an email to the address you provide in the Email results to this address field. The system also sends you any errors that may have occurred in the process. If you prefer to wait until the upload process is complete, don’t select the Process offline checkbox.

    Transactions and other records that are processed offline show a source of System in the audit trail, instead of CSV import.

    Email results to this address

    Email address to which import results and errors should be sent. You can enter multiple email addresses, separated by a semicolon (;) or comma (,).

    Sage Intacct highly recommends entering an email address.

After an import, Sage Intacct informs you if the import was successful and how many records were imported.

In a completely successful import, the confirmation page lets you verify all the records in your original file were, in fact, successfully imported without having to verify them manually.

Offline CSV imports

Some imports can take considerable time, depending on their size and how much processing Intacct must do to the data. When in doubt, select Process offline on the import utility page.

When the offline process is complete, Intacct sends an email to the address you entered in the Import Company Information dialog (where you imported your file).

Intacct recommends that you select Process offline when importing CSV files, and provide your email address. If your import fails, you’ll always be notified, and the failed records are sent to your email.

Handle errors

If you experience import errors, review the importing tips and common errors.

Import errors occur when you try to import information that doesn’t match the requirements of the template. Each template has a set of required information you must enter to import the file successfully, and formats to follow for certain kinds of information. Read the descriptions in the template to determine the most accurate way to enter your data.

If individual transactions are in error, the rows in the transaction that are in error are saved in a CSV file for you along with an error code for each row. Check your email for information about specific errors. See Find and fix CSV import errors for more information.

For more information about the CSV upload process, read Prepare your file for CSV import.

Field descriptions

The field definitions in your template explain what type of information is required for each field, and how to enter valid information. It's always a good idea to read the field definitions before making entries.

You can reorder the columns of your CSV file for ease of use. However, the column header must contain the field name exactly as it appears in the original template.

If you downloaded a template from the Company Setup Checklist or an object list page, your template contains the headers and dimensions that are specific to your company. The headers in a standard template might not contain field definitions specific to your company.

To import dimension values, enter information in the appropriate dimension column of the import spreadsheet. Otherwise, no information appears for that dimension.

If you relabeled any dimensions (see Terminology for more information), your dimension name does not appear in the CSV template, but the original Intacct dimension name does.

When importing data, names in the FIELD column may differ from terminology used in your location. For information on terms that may differ in your location, see Terminology across locales.

Field Name: DONOTIMPORT

#

Any row that starts with # is ignored during import.
Field Name: CONTRACT_ID

UI Field Name:

Contract

Type:

Character

Length:

20

Default Value:

 

Valid Values:

A valid contract ID

Dependencies:

 

Required:

Yes

Editable:

 

Notes:

  
Field Name: CONTRACT_LINENO

UI Field Name:

Contract line no

Type:

Character

Length:

 

Default Value:

 

Valid Values:

A valid contract line number

Dependencies:

 

Required:

 

Editable:

 

Notes:

  
Field Name: ITEM_ID

UI Field Name:

Item

Type:

Character

Length:

 

Default Value:

 

Valid Values:

A valid item ID

Dependencies:

 

Required:

Yes

Editable:

 

Notes:

 This item ID refers to the expense item.
Field Name: AMOUNT

UI Field Name:

Amount

Type:

Decimal

Length:

10

Default Value:

None

Valid Values:

 

Dependencies:

 

Required:

Yes

Editable:

Yes

Notes:

 Use an expense amount with no more than 2 decimal places.
Field Name: EXCHANGE_RATE_DATE

UI Field Name:

Exchange rate date

Type:

Date

Length:

10

Default Value:

None

Valid Values:

 

Dependencies:

 

Required:

No

Editable:

Yes

Notes:

  
Field Name: EXCHANGE_RATE

UI Field Name:

Exchange rate

Type:

Decimal

Length:

12

Default Value:

None

Valid Values:

 

Dependencies:

 

Required:

No

Editable:

Yes

Notes:

  
Field Name: POSTING_DATE

UI Field Name:

Posting date

Type:

Date

Length:

12

Default Value:

None

Valid Values:

 

Dependencies:

None

Required:

Yes

Editable:

Yes

Notes:

  
Field Name: EXPENSE_TEMPLATE

UI Field Name:

Expense template 1

Type:

Character

Length:

 

Default Value:

 

Valid Values:

A valid expense template

Dependencies:

 

Required:

No

Editable:

 

Notes:

 If this field is not given in CSV upload file or in API request, by default the value is taken from the Item.
Field Name: EXPENSE_START_DATE

UI Field Name:

Start date

Type:

Date

Length:

12

Default Value:

 

Valid Values:

 

Dependencies:

 

Required:

No

Editable:

 

Notes:

 This start date applies to Expense template 1 (EXPENSE_TEMPLATE).
Field Name: EXPENSE_END_DATE

UI Field Name:

End date

Type:

Date

Length:

12

Default Value:

 

Valid Values:

 

Dependencies:

 

Required:

No

Editable:

 

Notes:

 This end date applies to Expense template 1 (EXPENSE_TEMPLATE).
Field Name: EXPENSE_TWO_TEMPLATE

UI Field Name:

Expense template 2

Type:

Character

Length:

 

Default Value:

 

Valid Values:

A valid expense template

Dependencies:

 

Required:

No

Editable:

 

Notes:

 If this field is not given in CSV upload file or in API request, by default the value is taken from the Item.
Field Name: EXPENSE_TWO_START_DATE

UI Field Name:

Start date

Type:

Date

Length:

12

Default Value:

 

Valid Values:

 

Dependencies:

 

Required:

No

Editable:

 

Notes:

 This start date applies to Expense template 2 (EXPENSE_TWO_TEMPLATE).
Field Name: EXPENSE_TWO_END_DATE

UI Field Name:

End date

Type:

Date

Length:

12

Default Value:

 

Valid Values:

 

Dependencies:

 

Required:

No

Editable:

 

Notes:

 This end date applies to Expense template 2 (EXPENSE_TWO_TEMPLATE).
Field Name: LOCATION_ID

UI Field Name:

Location

Type:

Character

Length:

20

Default Value:

 

Valid Values:

A valid location

Dependencies:

 

Required:

No

Editable:

 

Notes:

  
Field Name: DEPARTMENT_ID

UI Field Name:

Department

Type:

Character

Length:

20

Default Value:

 

Valid Values:

A valid department

Dependencies:

 

Required:

No

Editable:

 

Notes:

  
Field Name: CONTRACTEXPENSE_PROJECTID

UI Field Name:

Project

Type:

Character

Length:

20

Default Value:

 

Valid Values:

A valid project ID

Dependencies:

 

Required:

No

Editable:

 

Notes:

  
Field Name: CONTRACTEXPENSE_VENDORID

UI Field Name:

Supplier

Type:

Character

Length:

20

Default Value:

 

Valid Values:

A valid supplier ID.

Dependencies:

 

Required:

No

Editable:

 

Notes:

  
Field Name: CONTRACTEXPENSE_EMPLOYEEID

UI Field Name:

Employee

Type:

Character

Length:

20

Default Value:

 

Valid Values:

A valid employee ID

Dependencies:

 

Required:

No

Editable:

 

Notes:

  
Field Name: CONTRACTEXPENSE_CLASSID

UI Field Name:

Class

Type:

Character

Length:

20

Default Value:

 

Valid Values:

A valid class ID

Dependencies:

 

Required:

No

Editable:

 

Notes: