How to Import Release Expenses

Log in to SR1
Download the Release Expenses Template
1. Download from the Templates Menu
  1. Navigate to the Templates Menu
  2. Select Release Expenses Import
  3. The template will download to your computer
Fill Out the Release Expenses Template
1. Once Downloaded, open the template.
2. The required fields have bold purple headings.
  1. Catalog No. : This is the catalog number for the release that the expense is going to be tied to.
  2. UPC/EAN : This is the Barcode for the release that the expense is going to be tied to.
  3. Media Type : This is the Media Type for the release that the expense is going to be tied to.
  4. Expense Date : This is the date the expense occurred. It must be in DD/MM/YYYY Format.
  5. Actual Cost : The amount of the expense.
  6. Recoupable Category : This ties back to master deal expense terms so be sure to choose the correct category to recoup. If a category is missing they can be added by going to Setup->Data Types->Master Deal Recoupable Categories.
3. The optional fields have non-bold white headings.
  1. Expense Type: This is a freeform field, you can put what kind of expense it is, Suggestions are in the screenshot below
  2. Expense Description: More information about the expense
  3. Vendor: Who charged the expense?
  4. PO Number: Did this expense come from a purchase order? This is the number of the purchase order.
  5. Estimated Cost: How much is the expense thought to be?
  6. Invoice Number: Did this expense appear on an invoice? that number goes here.
  7. Invoice Date: The date of the above invoice
  8. Payment: When was the expense paid?
  9. Payment amount: How much was paid
  10. Payment Ref No.: If there is a reference number for the payment, enter it here.
  11. Recoup (Y/N): Is this expense recoupable Yes or No
  12. Notes: Any other notes on this expense
Save and Close the Release Expenses Template
1. After the Expenses Template is complete, save and close the file
Import the Release Expenses Template
1. The import template can be initiated from a few different places in SR1. The import screen is the same no matter which option you choose.
  1. Import Menu
    Navigate to the import Menu
    Click Expenses
    Click Release Expenses
  2. Releases Screen
    Click Releases in the purple navigation bar
    
    Click Expenses in the left menu box
    
    Click Import Expenses at the bottom of the screen.
2. In the window that pops up, click import expenses
3. Navigate to where you saved the template on your computer
4. Click Open
5. All of the expenses on the sheet will be imported and listed in the window
Activate Imported Release Expenses
1. After a minute, some of the expenses should have a green dot appear next to them. That means SR1 found a match between the import and the expense that was imported.
2. Click Activate All Expenses and all the green expenses will move to their respective releases, ready to be included in statements.
3. If any red dots remain you can resolve those errors by checking the Catalog UPC/Barcode, or media type fields as needed. Then click the golden arrows in the upper left corner to re-match corrected expenses, then activate. Repeat until all errors are resolved