How to Import Expenses and Custom Fields into Payables

Occupier's Payables Importer allows you to bulk upload expenses and custom fields into your Payables module quickly and efficiently. Below are important notes and step-by-step instructions to ensure a smooth import process.

1. Things to Note about the Payables Importer

• The Payables Importer creates new expense line items with each import. If you import the same expenses more than once, duplicate entries will appear in Payables.

• The importer does not overwrite or update existing Payables expenses.

• If a lease has Payables Default Configurations set, any fields left blank in the import will automatically populate with those default values.

• Incorrectly imported expenses must be deleted manually within Payables.

2. Finding the Import Tool in the Settings

To get started, simply click on the "settings" option located in the top right corner under the profile icon.

Choose "Imports" from the settings menu.

3. Downloading Import Template

Once you have chosen "Imports" from the settings menu, you can proceed by selecting an Import template to download from the Data Templates Window. For Payables, you'll want to choose the "Payables" template (as shown below). 

Or you have the option to select the “Import Data” button and download a template from the Import Window.

Select the import type and download the Payables Template.

4. Populating the Payables Template

Default Payables Importer Fields:

• Lease Name (Required)
• Start Date (Required)
• Expense Type Name (Required)
• Amount (Required)
• Vendor Name 
• Note
• Payables Custom Fields

Set Up Payables Custom Fields First

Before importing Payables Expenses, if you use custom fields they must first be created in your Occupier account.

Once your custom fields are set up:

• The corresponding columns will automatically appear on the Payables CSV template you download from your settings.

• You can then populate these fields in your import file.

• Options for Single Select or Multi-select fields must be created before import

Don't know how to set up a custom field? Learn how here - How to Set up A Custom Field 

5. Importing Your Payables File

Click the “Import Data” button 

Select your file to import, then "submit".

6. Reviewing Import Results

After the import process is finished, you will be able to examine the results in the import history table.

If there were any errors during the import, they will be indicated in the error column. To view more details about a specific import, click on the link in the Date of Import column.

By clicking on the date of the import, the Import Details Page will show you the import results, including any errors that occurred and the original import file. From here, you have the opportunity to review and correct any errors by downloading and importing an updated file with the necessary corrections.
Please note: previously processed records will remain unchanged by future imports.

8. Important Notes for Payables Field Imports

• Single Select & Multi-Select Fields
  You can only import values that already exist in your field settings.

  Example: If your field options are “Plumbing,” “HVAC,” and “Electrical,” you can’t import “Landscaping” unless it’s first added as an option.

• Multi-Select Format
  For multi-select fields, enter each value on a new line within the cell.

  Plumbing  
   HVAC
  

Be sure to double-check for formatting, blank spaces, spelling, or value mismatches to avoid import errors.

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9. Common Errors to Avoid

Below are common errors you may encounter during import and how to resolve them:

• Invalid option in select field

  Error: "Select field has an invalid option: X"
  Fix: Add “X” as a valid option for that field in your Custom Fields settings.

• Non-numeric value in a number field

  Error: "Numeric field must be numeric"
  Fix: Use number formats like 123 or 123.45

  Note: Use of  symbols such as "$" or  commas "," will cause errors on import

• Incorrect date format

  Error: "Date field must be a valid date (YYYY-MM-DD)"
  Fix: Format all dates as YYYY-MM-DD

• Incorrect multi-select format

  Error: "Multi-select values must be entered with new lines"
  Fix: Each option should be on its own line:  

  Option A
Option B

Need Help?

If you have any questions or encounter issues with your import, please reach out to our Support Team via our in app Live Chat or customersuccess@occupier.com for assistance.