Skip to main content

Import Definitions

Import Definitions tell Expense Management how to read a company card statement file - which columns hold which data - so transactions can be imported and matched. Define one for each file layout your card providers supply, then assign it to the relevant Company Card Agreement.

Excel Import Definitions​

The Excel Import Definitions page allows you to define how data from a card statement Excel file is mapped and imported into Expense Management. On this page, you configure column mappings and import rules so the system can correctly read and process the Company Card expense data.

Create a new Excel Import Definition

  1. From the Truvio Expense Management - Overview page, under the Company Card section, select Excel Import Definition.

  2. Select +New to create a new agreement.

  3. General (Code and Description identify the import definition)

    • Header Line Before Transactions: Enable this field if there is a header row in the Excel file.
    • Caption for First Header Column: Enter the caption you wish to display on first column header.
    • Date Order: Choose the date format used in the file.
    • Payment is Shown as a Negative Amount: Enable this parameter if the payment amount in the file is negative.
    • Text to strip from Description: You can define text that should be stripped from transaction descriptions during import.

  4. Map Fields to Excel Columns - This section allows you to specify which columns in your Excel file correspond to the fields in Expense Management. Mapping ensures the system can correctly read and import the data.

    For each field, enter the column letter from your spreadsheet that holds that data (Card Number, Card Holder, Transaction Date, Transaction Amount, Billing Amount, Description, and the optional Currency, Country, MCC, MCC Description, Unique Reference, and Invoice No.).

    Excel import field mapping

    A few mappings are worth noting:

    • Transaction Amount vs Billing Amount: the Transaction Amount is in the currency where the purchase was made (possibly foreign); the Billing Amount is the same purchase in your company's local currency, as billed by the provider. For domestic purchases the two are equal.
    • Billing Amount (Credit): map this when the file uses separate debit and credit columns rather than signed amounts.
    • Unique Reference: map this if the file provides a transaction reference - it improves matching and prevents duplicate imports.

  5. Assign the Excel Import Mapping to the appropriate Company Card Agreement.

CSV Import Definitions​

CSV Import Definitions work the same way as Excel Import Definitions but for CSV files. Use this if your company card provider supplies transactions as a CSV rather than an Excel file.

Create a new CSV Import Definition

  1. From the Truvio Expense Management - Overview page, under the Company Card section, select CSV Import Definition.
  2. Select +New to create a new definition.
  3. Configure the General fields and Map Fields to CSV Columns in the same way as an Excel Import Definition (see above).
  4. Assign the CSV Import Definition to the appropriate Company Card Agreement and set Import Source to CSV.