Uploading expenses

How to use the adjustment uploader for expenses

Iwona Jakobczyk avatar
Written by Iwona Jakobczyk
Updated over a week ago

JoinedUp has the ability to be able to upload expenses in bulk, using our "Shift adjustments uploader".

You'll find this on the Attendance > Spreadsheet Upload screen.

From there, click "Import csv files" and then use the appropriate file format from the dropdown. In this case, it's "Shift adjustments uploader".

If you don't have this option on your dropdown but would like to upload expenses in bulk, please speak to your Customer Success Manager.


Finding the data

Each uploader has it's own specific format. You can find this by clicking "Download Template (CSV)".

This will give you the template you should use for the shift adjustments uploader. If you want to do this manually, you can then find this data on the system and fill out the template.

Alternatively, you can go to Reports > Custom reports and look for a report named "Agency name - Expenses uploader". If you don't have this report, please speak to your Customer Success Manager.

This report has been created to pull all the data you need, excluding the columns related to the expenses. Download this report for the relevant week, site and client - and the template will be automatically filled out for you.

NOTE: This report ONLY shows shifts with HOURS ENTERED. If there are no hours, the shift will not show up on this report.


How to fill in the missing columns

Type

Choose EXPENSE - make sure it's in capital letters.

If you want to upload different adjustment types, please see this article:

Expense Type

Choose from the below list:

  • Accommodation

  • Food / drink

  • Mileage

  • Night out allowance

  • Parking ticket

  • Telephone

  • Toll (road / bridge)

  • Other

These need to be in lower case.

Description

This is an open field for the description of the expense, to make it easier for you and your colleagues to understand. It can be as simple or complex as you require.

Missed Pay Hours

Leave this empty.

Charge / Pay

The charge and pay columns are where you enter the numerical values for the expense. They can both be the same.

For example:

If you get your adjustments weekly, you can also leave just one line for each worker and add the total value there. This will attach the weekly expense value against one shift worked that week.

If there's workers on the report who don't have expenses that week, just delete them before uploading.


How to Upload

Make sure you save your report in a csv format before trying to upload. Then go to the Spreadsheet upload screen and choose "Shift adjustments uploader" (as above). It may be pre-selected if this is the only uploader you have.

If you've done everything correctly, when you upload it will give you this screen.

It will say "X out of X lines were processed successfully".

And the status on the far right of the line will show as 'Valid' in green.

You can then click "Create X items" and it will automatically create all your expenses.

You'll get a message that the row(s) have been created successfully.

And you'll be able to see the total expense in your Finance screen.

Or the individual shift expense in the Shift Details page.


Errors

You might get an error message when you try to upload the spreadsheet. Check below to see if you can fix them, and if not please email support@joinedup.com

Incorrect Type

This is because the 'Type' column is not correct. Make sure you're using EXPENSE and that it's in capitals.

Incorrect Expense Type

This is because the 'Expense Type' column is not incorrect. Make sure you're using one of the below options and it's in lowercase:

  • Accommodation

  • Food / drink

  • Mileage

  • Night out allowance

  • Parking ticket

  • Telephone

  • Toll (road / bridge)

  • Other

Incorrect Worker or Shift ID

If you're using the Custom report, this error shouldn't appear - but if it does, double check both the worker ID and the shift ID. Make sure that they're correct, and that the worker is allocated to that shift.

Submitted or Approved Shift

You can't add expenses to shifts that have already been submitted or approved. If you get either of these error messages, un-approve and/or un-submit the shift on the Finance screens.


If you want to upload different adjustment types, please see this article:

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