How to import expenses?

1 minute read time.

We can generate fixed asset expenses by direct entry, or from the validation of purchase invoice, supplier BP invoice, manual journal entry or mass validation of group of entries (final validation), discount generation in payment entry (German and Austrian legislations), posting of a miscellaneous stock issue movement and finally an import of expenses entered in another application.

Before we get down into details we need to make sure that,

1. the depreciation context is setup for the company.

2. General parameter CREDIRLOF (AAS/FAS group) must be set to ‘Yes’,

    - If not, the following error message will block the import process, “Field FCY (NA023): Creation of Expenses prohibited by parameter CREDIRLOF for company NA20 <1/>

In this example, we are using a purchase invoice generated in GESPIH and using that as an example to generate the import file.

1. In SetupUsageImports/exportsImport/export templates, select the LOFSE standard Expenditures import template.

2. Copy that template and create a new template ZLOFSEEXP.

3. Edit this template based on your requirements.

4. When it comes to selecting the fields, export a sample asset by setting the “Export” flag on the template.

5. Use the notepad to review the fields and edit the import template fields.

6. This will limit any errors when you are testing the import file or to keep it as a guide to fix your import file.

     - Note, prior to importing, uncheck the ‘Export’ button on the template.

Sample .txt import file

7. Import the file using the Import function (GIMPOBJ).

     - Use the Test button to make sure the fields match.

     - Once you have verified the information, import the file.

     - Check the log file.

If you receive the following error, “Field GAC (17300): This account is not of the required nature (Fixed assets in service) <1/>”, which means that the GACACN CoA nature is not correct for the GL a/c. i.e. the Accounts, accounting nature is setup for “Fixed assets in service” (2), but the import file is set to ‘Fixed assets in progress” (1) or vise versa.

Or, “The expense identification cannot be partial (1/)”, which means that the CODLOF reference field is blank on the import file.

Finally, you can verify the expense generated by the import process under GESLOF function.