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Expenses Nominal Import

Download

A summary screen is displayed showing when approved expenses were last downloaded from Duet and how many downloaded expenses are currently awaiting import into the Nominal Ledger. If a download has not yet been run, then the number awaiting import will be 0.

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Validation

After downloading expenses, or selecting ‘Next’ on the summary screen, initial validation is performed on the expenses that are awaiting import. Any errors are displayed, and the invalid expenses are excluded from the import.

Filters & Options

A screen will be displayed where you can specify additional filters for the expenses to include in the import (e.g. Date From / Date To).

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There are also some import options as follows:

  • Tax Point: A date to use as the Tax Point for all of the Nominal Journal transactions generated by this run of the import
  • Use date incurred as tax point: If ticked, then the date incurred recorded against each expense will be used as the tax point in the Nominal Journal transactions
  • Combine multiple expenses with the same account / tax point / claim reference into a single nominal journal line: If ticked then multiple expenses for the same account / tax point / claim reference will be combined into a single debit (DR) transaction. If un-ticked, then a separate transaction will be generated for each expense.

Final Summary

Selecting ‘Next’ will display a final summary screen of expenses to be imported:

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The following actions can be performed:

  • (De)Select – Toggles the ‘Select’ indicator of the highlighted row between ‘Yes’ and ‘No’. Expenses marked as ‘No’ will not be included in this run of the importer but will be available for import when the Import Wizard is next run.
  • Reverse – Swaps the current state of the ‘Select’ indicator for all entries.
  • Exclude - Toggles the ‘Exclude indicator of the highlighted row between ‘Yes’ and ‘No’. Expenses marked with ‘Exclude’ = ‘Yes’ will not be included in the import and will also be marked as ‘Excluded’ so they will not appear when the Import Wizard is run in future.
  • Import – Runs the Expenses Nominal Import

Import & Report

On selecting ‘Import’, you are given a choice of ‘Report Only’ or ‘Report & Import’.

‘Report Only’ will produce a report of the data prepared for import but will not actually perform the import. ‘Report & Import’ will run the import. If successful, a report will be produced, and the wizard will close. If unsuccessful the log file containing details of errors will be displayed and a Nominal Journal will not be created.

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Note: Upon successful completion of the import, a Nominal Journal is created, but is not automatically posted to the Nominal Ledger.

Nominal Journal

If the import ran successfully, then a Nominal Journal will have been created called 'Duet Expense Import'. You can check this journal, and then post it to the Nominal Ledger.

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