Introduction
To be able to do excel import, you need to be at least a manager role user logged into the web version of Bezala.
With excel import you can:
Add data
Edit data
But not delete data
You can manually delete data by clicking the red trash icon on the relevant page in the web version.
General rules for excel import:
Imported excel needs to be in a specific template format.
Get template by clicking "Download Spreadsheet" on relevant page (which page depends on what data you want to import).
Do not change the following in spreadsheet template:
Order of columns.
Titles of columns.
Remember to:
Fill in data in correct format (see more down below).
Fill in cell data for mandatory columns (see more down below).
Save filled in excel on your device somewhere you can find it easily.
Lastly click "Upload Spreadsheet" and choose your saved excel file.
The following data can be imported through excel:
Users:
Relevant page: Main menu ==> Users
Accounts:
Relevant page: Main menu ==> Accounts
Cost centers:
Relevant page: Main menu ==> Cost Centers
Account rules:
Relevant page: Main menu ==> Automation ==> Account Rules-tab
1. Import Users through Excel import:
You can find the template by clicking "Main menu"-icon in upper left-hand corner ==> Users ==> "Download spreadsheet" in lower left-hand corner.
We have gathered the information in this table to show you how to fill in the excel template. In the table the column titles are rows in a column, due to web page limits.
In the table's third column there is a comment:
M = Mandatory
R = Recommended. We recommend this column to be filled to make Bezala functions smoother.
UP = User can fill in information themselves in user profile.
N = Not necessary
R or UP. This comment means that we recommend manager to fill in this information if they have it but can be delegated to user if unknown or necessary.
# = If the user email has access to several Bezala environments, the information cannot be added through excel import (IBAN, BIC, SSN) and can only be added/edited by user in user profile.
Column title in excel | Accepted data format for cell in bold textformat | Comment |
User email | firstname.surname@companyemaildomain for bezala companydomain would be @bezala.com and for greenstep in Finland it would be @greenstep.fi | M |
User Name | Free format, but recommended Firstname Surname or Surname Firstname | R or UP |
External ID | 1234 make sure number matches the ID number of HR-system. Use if company has HR integration (Mepco, Sympa, Hogia or other). | R |
User language | letters need to be capitalized and one of the following: ENGLISH, FINNISH, SWEDISH. Company language is default. Easy for users to change themselves. | UP |
User Role | letters need to be capitalized and one or a combination (separated only by comma) of the following:
Default is employee, which means that person can send in expenses through Bezala. A manager can edit company settings, and an accountant can see every expense in Company's Bezala environment. Don't use approver and beta tester before you have read more about the roles. Read more about User roles here. | R |
User IBAN* | For a Finnish bank account it would start with capitalized letter FI + 16 numbers, so eg. FI0123456789012345
Read more about IBAN here. | R or UP, # |
User BIC* | This code is specific for bank that the user uses and can be found on the specific bank's webpage. For Finnish Nordea it would be NDEAFIHH
This will be automatically updated by Bezala if IBAN cell value is correct once spreadsheet has been uploaded. | N, UP, # |
User SSN* | Users personal ID, i.e. SSN. This depends on country, so for Finnish companies it would be DDMMYY-XXXX and for Swedish companies it would be YYMMDD-XXXX
In both of these examples the date in SSN is the date of birth and XXXX is unique for every person. Read more about SSN here. | R or UP, # |
Show dimension dropdown on transaction form | Don't use, this column is no longer active. | N |
User Mileage Category | Not necessary if everyone in Bezala's company environment use the same category (i.e. company default). Company default is found here: Main menu ==> Company settings ==> Basic settings-tab ==> Expense forms-tab ==> Mileages section, search drop down for correct name and use it if user has other category compared to company default. In screenshot below a user that should not have Finland: Default but Finland: autolla + fixed should in this case be filled in as Finland: autolla + fixed 
| N |
User Per Diem Category | Not necessary if everyone in Bezala's company environment use the same category (i.e. company default). Company default is found here: Main menu ==> Company settings ==> Basic settings-tab ==> Expense forms-tab ==> Per diems section, search drop down for correct name and use it if user has other category compared to company default. In screenshot below a user that should not have Finland: Default but 48€ all countries should in this case be filled in as the name 48€ all countries  | N |
Mileage/Per Diem/Foreing country Per Diem | Not necessary if user has same as company default. Default accounts can be found in Expense forms-tab. Use accounting code found for account on accounts page e.g. 7880
| N |
User Default Payment Method | Could be good to fill in if company uses company credit cards. Account name could be Company card or e.g. John's company card. Has to be exact same name as the wanted account name on account page. | N, UP |
User Default Account | Not necessary. Easy for user to fill in profile, the default purchase type account for user in receipt form. Has to be exact same name as the wanted account name in account page, e.g. Travel expenses | N, UP |
User Default Cost Centers | Good to use if you do not have cost centers as a required dimension and you want to make sure the user sends in expenses with correct cost center filled in. Must match cost center name(s) and dimensions in cost center page like this dimension name1::: cost center name1;;; dimension name 2:::cost center name2 This means separators between dimension and the cost center name value are 3 colons and a blank space ::: and the separator between the name value and next dimension name is 3 semicolons and a blank space ;;; e.g. Location::: Helsinki;;; Project::: Marketing | R, but could be easier to fill in manually in user edit page |
User Approvers | Use email of the approver you want to add as approver of the user. THEN or OR can be used between email addresses, where THEN means both approvers are needed, OR means either approver is needed. Read more about approval cycles here.
user1email THEN user2email OR user3email | R, but could be easier to fill in manually in user edit page |
Tax % | Tax rate for reward forms: Recommended that users add their own tax card in their user profile. | N, UP |
Employment Termination Date | E.g. 2025-01-15. The date after which user will be automatically removed from the company. | N |
2. Import Accounts through Excel import:
You can find the template by clicking "Main menu"-icon in upper left-hand corner ==> Accounts ==> "Download spreadsheet" in lower left-hand corner.
We have gathered the information in this table to show you how to fill in the excel template. In the table the column titles are rows in a column, due to web page limits.
In the table's third column there is a comment:
M = Mandatory
R = Recommended. We recommend this column to be filled to make Bezala functions smoother.
N = Not necessary
Column title in excel | Accepted data format for cell in bold textformat | Comment |
Account code | Must match your bookkeeping software, for Netvisor Hotel costs it would be 7820 Make sure this is a correct match, since many batch failures happen if this is filled in wrong, e.g. failure message: ledger account does not exist | M |
Name | Must match bookkeeping software name, e.g. Travel ticket Make sure this is a correct match, since many batch failures happen if this is filled in wrong, e.g. failure message: ledger account does not exist | M |
Type | Account type. Can be either ASSET or EXPENSE. An asset account is a payment method (e.g. accounts named paid with own money or company credit card should be asset) and an expense account is a purchase type (e.g. most accounts are expense accounts such as travel tickets or office supplies). | M |
Resources | If you want to limit the account's visibility to just certain people. Use this only when it is actually necessary, such as to limit an asset account named John Smith's company card to John Smith or an expense account named board's travel expenses. Fill in the users email adress in this cell with a comma as separator e.g. firstname.surnameatcompanyemail.com,john.smithatcompanyemail.com | N, but R for user specific Asset accounts |
Default VAT | Not recommended. Do your VAT mapping in company settings instead. Every value needs to be less than 100, so if you want to fill in 25,5% for an account put in 25.5 or 10% would be 10 | N |
Is Deactivated | Default value is NO, which means that the account is active. YES means account is deactivated. You can reactivate or deactivate an account by changing YES to NO and NO to YES. If a batch failure message comes with ledgeraccount inactive, this means that a user has used an account that is deactivated. | N |
Is Representation | Default value is NO. This value can only be filled in for expense accounts and should be filled in as YES for the accounts that are used for representation costs, so users are expected to fill in the people present at the event. | N, but R for accounts that should have YES |
Show On Receipt Form | Only used for expense accounts. Default value is YES. You can put NO for accounts meant only for daily allowance/per diem, mileage and reward forms. The NO value is recommended to fill in for these accounts, to avoid accidental user error on receipt forms. | N, but R for accounts that should have NO |
External ID | If you use a spreadsheet integration because Bezala does not have a direct integration with your bookkeeping system, then you should check if your bookkeeping system needs an external ID for accounts. | N |
3. Import Cost Centers through Excel import:
You can find the template by clicking "Main menu"-icon in upper left-hand corner ==> Cost Centers ==> "Download spreadsheet" in lower left-hand corner.
We have gathered the information in this table to show you how to fill in the excel template. In the table the column titles are rows in a column, due to web page limits.
In the table's third column there is a comment:
M = Mandatory
R = Recommended. We recommend this column to be filled to make Bezala functions smoother.
N = Not necessary
Column title in excel | Accepted data format for cell in bold textformat | Comment |
Cost Center Name | Should match the cost center name in your accounting system, e.g. Helsinki or Marketing | M |
Cost Center Dimension Name | This is the most important column, since this marks the dimension (i.e. category) of the cost center. Needs to be an exact match for every row with the same dimension, which means that project, Project and project1 are all different values. | M |
Cost Center Resources | Not recommended but can be used if you want to limit visibility (and therefore accidental use) of a cost center. Fill in user email of users who should have access to cost center separated by a comma e.g. firstname.surnameatcompanyemail.com,john.smithatcompanyemail.com | N |
Is Cost Center Deactivated | Default is NO. If you fill in YES the cost center is deactivated. A deactivated cost center is not deleted from your Bezala environment, just not visible for users on the expense forms. | N |
Cost Center Approvers | If you use approvers on a cost center level you should fill in this column. Use email of the approver you want to add as approver of the cost center. THEN or OR can be used between email addresses, where THEN means both approvers are needed, OR means either approver is needed. Cost center approvers can be useful if you have e.g. project team leads that should approve every expense for certain projectsRead more about approval cycles here.
user1email THEN user2email OR user3email | N, but R if you use cost center approvers |
External ID | If you use a spreadsheet integration because Bezala does not have a direct integration with your bookkeeping system, then you should check if your bookkeeping system needs an external ID for cost centers. | N |
4. Import Account Rules through Excel import:
You can find the template by clicking "Main menu"-icon in upper left-hand corner ==> Automation ==> "Account Rules"-tab ==> Download spreadsheet" in lower left-hand corner.
What do the account rules do? They help prefill the expense account for receipts based on information from the user's description.
There are a few preconditions to think about before you do these account rules for your company.
Do you have a clear divide between accounts in your chart of accounts?
E.g. if you use the word hotel in the description, do you only have one account for hotels or is the account divided between e.g. domestic and international hotels?
You cannot use the same keyword for two different accounts (account code); it makes the rule ineffective.
If your users use many languages make sure to include keywords in all languages.
Keywords do not need to be full words, they can be shortened so for example parking could be shortened to park
The most important rule is to have one keyword per row in the excel.
The excel has only 2 columns to fill in. In this excel it is good to have as many rows as possible, i.e. 1 keyword/row.
Pattern: the keyword the automation uses for prefilling the account.
Account code: The same account code you use for the relevant account in the account page. In e.g. Netvisor the account code for hotel costs is usually 7820
Here is an example table of how to fill in accounting rules for the hotel cost and taxi accounts with a Netvisor chart of accounts with users using English, Swedish and Finnish.
Pattern | Account code |
hotel | 7820 |
motel | 7820 |
airbnb | 7820 |
booking.com | 7820 |
hostel | 7820 |
Scandic | 7820 |
taxi | 7810 |
taksi | 7810 |
uber | 7810 |
bolt | 7810 |