How to Modify Expense Types

This guide will walk you through the process of adding, deleting, and changing expense types in your Dwellant system.

Before You Begin

• This guide is only for organisations that manually manage their expense types. If your data is fed automatically from an accounting system, this process does not apply.
• If your organisation uses multiple Dwellant environments, you must repeat these steps for each one.
• For simplicity and to avoid errors, we strongly recommend uploading deletions and additions in separate files.

Step 1: Download Your Current Data

First, you need to get a copy of your existing expense types.

1. Log in to Dwellant and navigate to Setup > Accounting > Static Data.
2. Download the Expense Types file.
3. Open the file in a spreadsheet program (like Excel).
4. To prevent accidental changes, delete all rows that you do not need to change. You should be left with only the rows you intend to delete or modify.

Step 2: How to Delete an Expense Type

Use this process to permanently remove an expense type.

1. In your file, find the row for the expense type you wish to delete.
2. In the very first column of that row, change the text to Delete.
3. Do not change anything else in that row. It is very important that you leave the code in brackets (e.g., [12345]) exactly as it is.
4. Save this file and upload it back into Dwellant.

Step 3: How to Add a New Expense Type

Use this process to create a brand-new expense type.

1. You can start with a fresh file or simply add a new row to your spreadsheet. Keep the header row so you know which data goes in which column.
2. In the first column of the new row, select Add/Modify.
3. Fill in the remaining columns with the information for your new expense type.
4. Important: Make sure there is no [bracketed number] next to your new entry's name.
5. Save this file and upload it to Dwellant.

Step 4: How to Modify an Existing Expense Type

To change or amend an existing expense type, you must first delete the old one and then add the corrected version.

Part A: Delete the Old Version

• Follow all the instructions in Step 2: How to Delete an Expense Type for the item you need to change.
• Save and upload this “deletion” file first.

Part B: Add the Corrected Version

• After the old version has been deleted, follow all the instructions in Step 3: How to Add a New Expense Type.
• In your new row, enter the corrected information. Remember to remove the bracketed code.
• Save and upload this second “addition” file.

Summary of Key Rules

• For Deletions: Use the action Delete and keep the [bracketed number].
• For Additions/Modifications: Use the action Add/Modify and ensure there is no [bracketed number].
• When in doubt, use separate files for your uploads to prevent errors.
• Keep the original downloaded file so we can fix anything if it goes wrong!