The export/import functionality will make it easy for you to update any information about your existing categories.
All you need to do is export all categories, modify the necessary information about your categories, and then import it back.
Exporting existing categories
Go to Admin > Categories and click the Export button
This file can be used to import new categories as described here.
NOTE: Export will extract ALL categories and will override the filter function.
Below is the information you can obtain from Categories export:
Name
enter your desired category name
NOTE: Category name must be unique per branch and can go up to 50 characters. (spaces included)
Accounting Code
enter your accounting or GL code
NOTE: You can enter up to 128 characters (spaces included)
Secondary Code
enter your secondary accounting or GL code
NOTE: You can enter up to 128 characters (spaces included)
Branch Name
Branch Id
Parent Category fill the name of the wanted parent category
Split Expense Categories fill the names of the wanted split categories, separated by commas
Limit Expense Type enter whether the category should be limited to: Expense Mileage PerDiem
Default Expense Type enter whether the category should default for: Mileage PerDiem
Default Booking Type enter whether the category is default to a booking such as: Hotel Flight Car Rail
Comment Field Required enter whether a comment is required to yes or no 0 = No; 1 = Yes
Trip Field Required enter whether a trip field is required to yes or no 0 = No; 1 = Yes
Check-in/out Date Field Required enter whether check-in or check-out field is required yes or no 0 = No; 1 = Yes
Per Diem Warning enter whether a per diem warning is needed when users have a per diem on the same day. 0 = No; 1 = Yes
Status enter whether the category is active or inactive 0 = Inactive; 1 = Active
Fill the translation for the following language:
English
Dutch
French
Portuguese
German
Spanish
Italian
Danish
Hungarian
Czech
Polish
Slovak
Chinese
Japanese
Finnish
Swedish
The Export File looks like this:
continuation
continuation
Import
Once done exporting categories, you may use the same exact file to update existing category details. Columns/Headers that are not applicable to your company can be removed except the following:
Name (Maximum of 50 characters only and must be unique per branch)
Branch Name
Branch Id (Only if you have branch id added in Branch page)
Status (0 = when setting a category to Inactive; 1 = when settings a category to active or adding a new one)
After updating your data, don't forget to save it. Then, go back to Admin > Categories page and click Import.
Import categories page appears
You can drag and drop your saved file on this page. You can also click browse to manually select the file.
Important!
When creating an import file from scratch, it is important that you follow the exact same columns as shown above.