Refrens

Manually entering large volumes of purchase or expense data can be time-consuming and error-prone. To streamline this process, bulk uploading allows you to efficiently input multiple records at once, saving time and reducing the risk of mistakes. 

Whether you're updating purchases for inventory management or recording operational expenses (such as employee salaries, admin costs, freelancer/contracts outsourcing, etc.), this guide will help you navigate the bulk upload process effortlessly.

Getting Started

Navigate to Accounting > Purchases & Expenses > Record New Purchase (Drop-down Menu):

You’ll find three options:

1. Bulk Uploading Purchases
2. Bulk Uploading Purchases (Custom Config.)
3. Bulk Uploading Expenses

Bulk Uploading Purchases & Bulk Uploading Purchases (Custom Config.) is similar to other documents bulk upload functions. You can learn more about these here>

Here we will learn about bulk uploading expenses:

Bulk Uploading Expenses

This method helps you bulk upload your operating/admin expenses such as utility bills, rent, office supplies, petty expenses, employee salaries, freelancer/contracts outsourcing, etc.

1) Supported File Format

• Only CSV files are supported for bulk uploads.
  
  

2) Downloading the Sample File

Click Bulk Upload Expenses to open a pop-up window:

From here, click on Download Sample File Format to get a CSV template. This is what it will look like:

3) Mandatory Fields that need to be filled:
 

Some columns are mandatory to be filled. You can leave other columns empty if not needed, but you will need to have data in the below-given columns:

3.1) expenseNumber: Your Expense number. If you keep this field empty, the system will automatically add Expense numbers based on your last expes

3.2) expenseDate: (must be in a format of dd-mm-yyyy, for example, 23-01-2022)

3.3) amount: Expense Amount that occurred.

3.4) currency:  You will need to add the currency as a currency code. for example, INR, USD, EUR, GBP, etc. You can see the full list of currency codes below.

3.5) country - You can add the country by adding country codes such as IN, US, AU, SA, and so on. If you add India, United States, Australia, etc., it will give you an error.

So please add the country code only. The full list of country codes is given below.

3.6) pettyExpense:

In case you have the vendor details, you have to add the vendor name in the vendorName column. In that case, you need to keep pettyExpense as “False”.

In case you don’t have vendor details, you can keep the vendorName column empty. In this case, you need to keep pettyExpense as “TRUE”.
 

3.7) itemLedger: Although this is optional, if you're doing your accounting on Refrens, you need to enter the name of the Ledger Account under which you want to record the particular expense. E.g. Rent Expense, Electricity Expense, etc.) 

(To know how to create Ledger Accounts, you can check out this help article.)

4) Handling Phone Numbers

• If a phone number begins with a + sign, prefix it with an apostrophe (') to avoid errors (e.g., ' +1234567890).

Adding Payment Details

If you want to update payment details as well in bulk, you can do that by adding 4 more columns:

1. paymentDate: (must be in a format of dd-mm-yyyy, for example, 23-01-2022)

2. paymentAccount: Name of the payment account through which you did the payment for an expense. (Bank A/c., Cash A/c., Employee A/c., Debit/Credit Card A/c., etc.)

3. paymentMethod: Add the method via which the payment was made (Account Transfer, UPI, etc.)

4. paidAmount: Amout which you paid.

Important Note: If your purchase includes multiple line items, ensure that the total payment amount for the entire purchase is entered when adding payment details. Do not enter the payment amount for individual line items. For example:

Key Things To Take Care of

1. Always use the sample CSV file format.
2. Avoid altering column names.
3. Ensure correct formats for dates, currencies, and country codes.
4. Allow processing time for uploads to reflect in the system.
   • Avoid re-uploading unless you receive an error.
   • You’ll get a confirmation email once the upload is successful.

List of Country/Currency Codes

A) Country Codes

B) Currency Codes