How to Set Up Custom Import

Supported File Formats

The following file formats are supported:

.csv (comma-separated)
Tab-delimited
Semicolon-delimited

Supported Import Types

Currently supported import types include:

Employee Data (e.g., employee number, first name, last name, etc.)
Employee Internal Accounts (e.g., assigned cost center)
Internal Accounts (e.g., Cost Centers, Projects, Objects, etc.)
Internal Account Administrators
Linked Internal Accounts

Step-by-Step Configuration

Step 1: Receive the Data File from the Customer

Verify that the file format is correct:

CSV
Tab-delimited
Semicolon-delimited

✅ Ensure the file structure matches the agreed import specification.

Step 2: Navigate to Import Settings

Go to:

Administration → Settings → Custom Import → New Custom Import

✅ You are now ready to create a new import configuration.

Step 3: Create a New Import

Configure the import settings:

Select the appropriate Import Type (for example, Employee).
Enter a File Name Prefix, such as:

EMPLOYEE_DATA_

Enable Defined by Index if the column order is always the same.
Enable Headers in First Row if the file contains column names.

✅ The basic import configuration is now complete.

Step 4: Configure Field Mapping

Open the Detail Mapping tab.
Enter the column index for each field.

Example

1 → First Name

2 → Last Name

Leave fields blank if they are not used.

Example:

Personal Identity Number (if not included in the file)

✅ The import fields are now mapped to the corresponding Mobilexpense fields.

Step 5: Configure SFTP (If Applicable)

If the customer uses SFTP for automated transfers:

A developer must manually register the customer's SFTP connection in the SFTP database table.

✅ Once configured, Mobilexpense will be able to retrieve files automatically.

Completion

After the configuration has been saved and the SFTP connection has been set up (if applicable), nightly imports will start automatically according to the configured import schedule.

✅ No further manual action is required.

💡 Tips and Best Practices

Test Before Go-Live

Run a test import using a sample file before enabling production imports.
Verify that all fields are imported correctly.

Agree on File Structure

Define the file format together with the customer.
Establish naming conventions before implementation.

Document Field Mappings

Keep a record of all field mappings.
This simplifies troubleshooting and future maintenance.

✅ Proper planning helps ensure a smooth and reliable import process.

Frequently Asked Questions (FAQ)

What file formats are supported?

Mobilexpense supports:

CSV
Tab-delimited files
Semicolon-delimited files

Can imports run automatically?

Yes. Once configured, imports are processed automatically through nightly scheduled jobs.

What is "Defined by Index"?

This option maps fields based on column positions rather than column names. It should be used when the file structure always follows the same column order.

Do I need headers in the file?

No, but if headers are included, enable Headers in First Row in the import configuration.

Who configures the SFTP connection?

The SFTP connection must be registered manually by a developer when required.

Summary

📥 Custom Import automates nightly data transfers to Mobilexpense
📄 Supports CSV, tab-delimited, and semicolon-delimited files
👥 Import employee data, internal accounts, administrators, and related information
⚙️ Configure imports under Administration → Settings → Custom Import
🔗 SFTP connections can be used for automated file transfers
✅ Field mappings determine how imported data is written into Mobilexpense
🚀 Automate and streamline master data management with Custom Import