KostImport: Importing Receipts from a CSV File
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Overview
With KostImport (/applications/belege/import) you take receipts from a CSV file – for example cost lists from accounting, from garages or from external systems. Unlike the fuel-card import (article 08), KostImport is format-open: you map the columns of your file freely to the receipt fields; validation rules and the approval queue are not used here.
File requirements
- File type CSV or TXT, maximum 2 MB, one file per import
- First row = column headers
- Fields comma-separated; put values that contain a comma in their content (e.g. a decimal comma) in quotation marks
- Amounts with a period or comma as the decimal separator
Import – step by step
- Open KostImport (via the Belege overview or directly by address) and click "CSV hochladen" (Upload CSV).
- FMWeb reads the header row and shows the "Spalten zuordnen" (Map columns) area. For each receipt field, select the matching CSV header – leave fields you don't need empty:
| Receipt field | Meaning |
|---|---|
| Belegdatum (Datum) | date of the receipt; if it is missing, today's date is set |
| Betrag Brutto (Euro) / Betrag Netto | at least one of the two amounts is mandatory |
| Rechnung | invoice/receipt number |
| Hinweis (VermSonstiges) | free text |
| Kennzeichen (Knummer) | assigns the vehicle via the licence plate (case-insensitive) |
| Fahrzeug-ID (Pkwnr) | alternative assignment via the internal vehicle number |
| Kostenart (Text) / Kostenart-ID | the text is matched against existing cost types and linked |
| Warensorte | e.g. fuel type |
| KM-Stand | mileage at the time of the receipt |
- Click "Import starten" (Start import).
- The result appears directly on the page: the number of receipts created, plus – if any – the first error messages with row number. Faulty rows (e.g. with no amount) are skipped; all other rows are imported.
What happens to the imported receipts?
- If only one amount (gross or net) is mapped, FMWeb uses it for both fields.
- Receipts with a recognised vehicle assignment appear immediately in the Belege overview (article 62).
- Receipts without a vehicle land in the BelegStapel (Receipt batch) (article 58) and in Gemeinkosten (Overhead costs) – assign them there in bulk.
- Imported receipts are flagged as an import and can be edited, split and reassigned as normal.
Frequently asked questions
Some vehicles were not recognised. The licence plate in the file must match the plate stored in FMWeb (leading and trailing spaces are ignored). Unrecognised rows are imported anyway – without a vehicle – and wait in the BelegStapel.
Why can't I see the page? KostImport requires its own belege.import permission; belege.view/belege.edit are not sufficient (article 18).
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