Expense Type Import into lower level Expense Account Code Hierarchy

[Snell]

Hi, importing Expense Types into Invoice at the Ledger level is very straightforward.  Just entering the first level folder under global, in this case SAPB1, works without an issue.  🙂 However, I have 4 folders that sit at the next level down to SAPB1, i.e. Global --> SAPB1 --> AB1  (AB2, AB3, AB4 etc).

How do I import the Invoice Expense types at the AB1 level ?  I've tried AB1, SAPB1\AB1, SAPB1/AB1, SAPB1;AB1 but these don't work.  There must be a way to upload these.  I guess I'm just missing the bit of the string that instructs the upload to point towards the lower levels.  I can't see any instructions on the setup guide for this - unless I'm skimmed over it.

Your help would be appreciated, either to say just enter this character or a no - you can't do this.

many thanks

[KevinD]

@Snell so I'm clear on what you are doing...are you trying to add additional account codes for Expense Types? 

[Snell]

Hi Kevin, thanks for replying. Yes. 🙂

I'm trying to import the Expense types into Concur using the Import process.   The import spreadsheet has columns for Ledger but this appears to be only for the 'first' level of the accounting hierarchy.  Yes, I wish to import in the same spreadsheet the GL account codes for each level, as the GL Account codes differ in each layer.  The import spreadsheet allows this GL Account code update, but only at the highest ledger level ?  Just wondering if I'm missing a trick, or I have to do all of this manually.

many thanks

Craig.

[Alexander_L1]

@Snell 

For what it's worth and maybe for other users, I'm facing the same issue where we have a level to the Ledger and cannot upload the GL Accounts for the level. We have the level set to the Report Header and linked to the Employee/Expense Group (Custom 21). 

Instead of re-typing manually from an excel sheet, I first upload the level account codes on the Ledger and then (still manually) re-type them on the level but I can see the correct account already on the same screen as inherited. This way I can make less mistakes (have to do 40+ ledgers).

After completing the first one, I upload the next list on the Ledger level again and repeat. In the end you want to make sure the Expense Types on the Ledger are deleted / blanked out again to prevent incorrect inheritance.

Alternatively, I did think about simply setting up Ledgers for each Chart of Accounts and then use the level to create just one Report level linking to the custom 21. This way I could upload each ledger using the import tool but then I need to think about validating the Ledger against the Expense group when Human Resources creates a new Employee record later.

below screen, imported the codes on Ledger level and then retype on the level to prevent typo's from switching between excel and Concur

[PoojaKumatkar · Accepted solution]

Hi @Snell ,

There is no option to update GL account codes at the lower level.  We were having similar requirements in my projects too; however, standard template doesn't support this. You need to manually input GL account codes under each hierarchy.  For similar issue, I did check this with Concur TC few years back and that time I got to know this that it is not feasible. 

But you can identify expense types which has common GL at all levels and update that GL account code at SAPB1 level and remaining you can update at respective hierarchy level.

Regards,

Pooja.

[Snell]

Yes Pooja,  that's exactly how I've done it in the past. 🙂  Just wondering if there was any improvement for us admin - as this would be a massive time saver for medium to larger implementations.