Administration Guide
Appendix II - Expense Claim Database Flat File

After a set of expense claim records have been exported as a database export (txt) file, the text can be imported into another application or database through that system's import utility. The text is set in a fixed format, with all unique identifiers for the expense claim records and their associated billing codes provided within the data for each record.

Each line of the flat file data provides the information for a distinct expense claim Entry. A distinct expense claim entry exists for each entered line of an expense claim.

The expense claim to which a given expense claim entry belongs can be identified by the expense claim Id column included in the flat file output, with the system user related to that expense claim identified by their employee number.

The format of the flat file data, with the first character on the left of a printed line listed as Position 1, is as follows:

Position Data Description
1-20 Employee Number The Employee Number of the employee corresponding to the expense claim record.
21-30 Username The Username registered for the employee in Senomix.
31-50 First Name The First Name of the employee.
51-70 Last Name The Last Name of the employee.
71-81 Expense Claim Id The uniquely identifying Expense Claim Id assigned by Senomix to the expense claim record.
82-1081 Vendor Name The name of the vendor noted for the expense claim, or the text "<< NONE >>" if no vendor was indicated.
1082-1106 Claim Date The Date provided for the full Expense Claim. This date is presented in the form "DD-MM-YYYY HH:MM:SS", with the hours, minutes and seconds all set to 0.
1107-1111 Approved Flag A boolean value indicating whether or not the expense claim has been approved or disapproved. If this flag is false and the Approved User is blank, then the expense claim is still pending approval.
1112-1131 Approved User The employee no. of the user which approved or disapproved the expense claim. If this value is blank, the expense claim is still pending approval.
1132-1156 Approved Date The Date and Time on which the expense claim was either approved or disapproved. If the Approved User is blank, the expense claim has not yet been approved and this field will be blank.
1157-1206 Project Code The project code corresponding to the expense claim entry.
1207-1462 Project Name The project billing code Name corresponding to the expense claim entry.
1463-1512 Activity Code The activity code corresponding to the expense claim entry. If no activity was indicated for the entry, this value will be blank.
1513-1768 Activity Name The activity billing code name corresponding to the expense claim entry. If no activity was indicated for the entry, this value will be blank.
1769-1818 Task Code The task code corresponding to the expense claim entry. If no task was indicated for the entry, this value will be blank.
1819-2074 Task Name The task billing code name corresponding to the expense claim entry. If no task was indicated for the entry, this value will be blank.
2075-3074 Expense Type The expense type noted for the expense claim entry, or the text "<< NONE >>" if no expense type was indicated.
3075-3099 Entry Date The date provided for the expense claim entry. This date is presented in the form "DD-MM-YYYY HH:MM:SS", with the hours, minutes and seconds all set to 0.
3100-3109 Amount The currency amount of the expense claim entry.
3110-4109 Details The text details provided for the expense claim entry.
4110-4120 Billable Status An integer value indicating whether the expense claim entry is for a billable or non-billable item. The int values for that billable status are as follows:

0 Non-billable item
1 Billable item