Expense Ticket Register Fields (Import/Export)

Employee/

Vendor

Y

Y

Numeric (Whole) - Ticket recorded by. Valid numbers are 0 through 1, where 0=Employee and 1=Vendor.

If blank, import will assume value is 0 (Employee).

Recorded by ID

Y

Y

Alphanumeric - If Employee/Vendor = 0, it must be a valid employee ID that is not a sales rep. If Employee /Vendor=1, it must be a valid vendor ID.

See Tips.

Ticket Number

Y

Y

Alphanumeric - Cannot be blank and must be unique.

See Tips.

Ticket Date

Y

Y

Date - Date of the transaction. Must be in ##/##/## (month/day/yr) format. Date must be in either the last closed fiscal year or the two currently open fiscal years.

Has been used in Sales/Invoicing

Y

Y

Boolean – TRUE if used in Sales/Invoicing, FALSE if not used in Sales/Invoicing.

Invoice Number Used

Y

N

Alphanumeric - Required if "Has been used in Sales/Invoicing"=TRUE. The number is based on the sales invoice number that uses this ticket. During import, if the sales invoice number referenced here does not exist in the Sage 50 Sales Journal, if the ticket is for a customer and does not match customer on sales invoice referenced, or if the ticket is for a job and the ticket job ID, phase, or cost code does not match the customer on the referenced sales invoice, an error is issued. To avoid these errors, you must import the sales journal prior to ticket data.

If the ticket has not been assigned to an invoice, this field is blank.

Charge Item ID

Y

Y

Alphanumeric - must be a valid inventory item set up with Item Class=7 (charge item).

Customer/Job/

Adm

Y

Y

Numeric (Whole) - Ticket completed for. Valid numbers are 1 through 3, where 1=Customer, 2=Job, and 3=Administrative.

Completed For ID

Y

N

Alphanumeric - If Customer/Job/Adm=1 (Customer), then must be a valid customer ID. If Customer/Job/Adm=2 (Job), then it must be a valid job ID. If Customer/Job/Adm=3 (Administrative), the field will be ignored.

This field is required if Customer/Job/Adm=1 or 2.

When importing any combination of jobs, phases, or cost codes, you must separate the items with commas and enclose the entire string with quotes. For example: "jobid,phase,costcode".

Reimbursable to Employee

Y

Y

Boolean – TRUE if expense ticket reimbursable to employee (for reporting purposes only), FALSE if not reimbursable to employee.

Ticket Description for Invoicing

Y

N

Alphanumeric - Description for time ticket that could be used as a line item description when applied to a sales invoice. Avoid using double quotes in description text.

Internal Memo

Y

N

Alphanumeric – Internal note for expense ticket. Carriage returns and line feeds will be removed. Avoid using double quotes in memo text.

Billing Status

Y

Y

Numeric (Whole) - Billing status of expense ticket. Valid numbers are 1 through 4, where 1=Billable, 2=Non-billable, 3=No Charge, and 4=Hold. If "Has been used in Sales/Invoicing" is true, then only 1=Billable and 3=No Charge are accepted. If "Has been used in Sales/Invoicing is false, then values 1, 2, 3, and 4 are accepted.

Quantity

Y

N

Numeric (Real) – Number of units (charge item) recorded. Can be between 0.00 to 999999999.99. This field is not required and may be left blank.

Unit Price

Y

Y

Numeric (Real) - If Billing Status=1 (Billable), this field may contain any positive value based on decimal preferences set up in Global Options. The import will replace blank values with 0.00.