Uploading expenses

Each uploader has its own specific format. You can find this by clicking Download Template (CSV).

This will give you the template you should use for the shift adjustments uploader. If you want to complete the template manually, find this data on the system and fill out the template.

Alternatively, you can go to Reports  Custom reports and look for a report named "Agency name - Expenses uploader". (If you don’t see this report, please speak to your Customer Operations Specialist.)

This report has been created to pull all the data you need, excluding the columns related to the expenses. Download this report for the relevant week, site, and client—and the template will be automatically filled out for you.

Type

Choose EXPENSE - make sure it’s in capital letters.

If you want to upload different adjustment types, see Uploading shift adjustments.

Expense Type

Choose from the list below:

These need to be in mixed case (initial cap, then all lowercase) as displayed above.

Description

This is an open field for the description of the expense, to make it easier for you and your colleagues to understand the adjustments made. It can be as simple or complex as you require.

Missed Pay Hours

Leave this empty.

Charge / Pay

The charge and pay columns are where you enter the numerical values for the expense. They can both be the same.

For example:

If you get your adjustments weekly, you can also leave just one line for each worker and add the total value there. This will attach the weekly expense value against one shift worked that week.

If there are workers on the report who don’t have expenses for that week, just delete them before uploading.

Make sure you save your report in a csv format before trying to upload. Then navigate to the Spreadsheet upload screen and choose Shift adjustments uploader (as above). It may be pre-selected if this is the only uploader you have.

If you’ve completed everything correctly, when you upload your file, your screen should resemble the sample below.

It will show "X out of X lines were processed successfully".

And the status on the far right of the line will display as 'Valid' in green.

You can then click Create X items, and it will automatically create all your expenses.

A message will display that the row(s) have been created successfully.

And you’ll be able to see the total expense on your Finance screen.

Or the individual shift expense on the Shift Details screen.

You might get an error message when you try to upload the spreadsheet. Check below to see if you can fix them, and if not please contact JoinedUp Support JoinedUp Users Portal.

Incorrect Type

This is because the 'Type' label is not correct. Make sure you’re using EXPENSE and that it’s in capitals.

Incorrect Expense Type

This is because the 'Expense Type' column is not incorrect Make sure you’re using one of the options below and the format is mixed case as shown:

Incorrect Worker or Shift ID

If you’re using the Custom report, this error shouldn’t appear—but if it does, double check both the worker ID and the shift ID. Make sure that they’re correct, and that the worker is allocated to that shift.

Submitted or Approved Shift

You can’t add expenses to shifts that have already been submitted or approved. If you get either of these error messages, un-approve and/or un-submit the shift on the Finance screens.