Column header

Required

Accepted Values

Guidance

Issue Date

Yes

Any valid date using one of the following formats:

YYYY-MM-DD

MM/DD/YYYY

DD/MM/YYYY

DD.MM.YYYY

Enter the date of the expense. This date determines the monthly statement on which the expense is included.

Payment Date

Yes, if Status=Paid

Any valid date using one of the following formats:

YYYY-MM-DD

MM/DD/YYYY

DD/MM/YYYY

DD.MM.YYYY

Enter the date the expense was paid from your bank or or credit card account. This is the date on which the payment will be included in the bank ledger.

Description

Yes

Any alphanumeric string of text

Enter a description of the expense for internal purposes.

Status

Yes

Paid, Unpaid

Paid - record a cash or credit expense

Unpaid - record an expense to be paid later (accounts payable)

Bank/CC account

Optional

The four-digit account code of a valid bank account

Defaults to Non-Trust Account if no value is provided but Status=Paid

Enter the bank/CC account from which the expense was paid.

To record an expense paid from an account that is not tracked within VRTrust (i.e. an Expense Reimbursment), leave this field blank.

Contact

Yes

The email address of any valid contact

Enter the name of the contact (vendor or owner) you have paid or will pay.

Bill ID

Optional

Any alphanumeric string of text; special characters are allowed

Enter an expense identifier, e.g. the invoice number from a vendor's bill.

A Bill ID cannot be used more than once for the same Contact/Vendor.

Currency

Yes

Any valid currency code, e.g. USD

-

Reservation

Optional

If providing reservation ID, do not also provide listing.

Any valid reservation ID

Enter the reservation ID to assign this expense to a specific reservation.

Listing

Yes, if Bill to Owner=TRUE

Any valid listing name

Enter the listing name to assign this expense to a specific listing.

Helpful hint: Browsers trim extra spaces. If your import is failing because the listing name you provided is not recognized, it could be due to extra spaces in the name VRPlatform fetched from your PMS. Try exporting the listings page to Excel and copy-pasting the exported listing name into your expense import csv.

Line Description

Yes

Any alphanumeric string of text

Enter a description for the expense line. This description will be included on the owner statement if Bill to Owner=TRUE.

Expense account

Yes

The four-digit account code of a valid ledger account

Enter the ledger account in which the expense should be tracked.

Bill to Owner

Yes, and must be TRUE if Bank/CC account is blank/not provided but Status=Paid

TRUE, FALSE

Defaults to FALSE if no value is provided

TRUE - The expense line will be included on the owner statement

FALSE - The expense line will be included on the manager statement

Applied amount

Yes

Any numeric string (e.g. -100, 0, 100.50)

Enter the base amount of the expense before any markup or tax.

Enter charges as negative (-); Enter credits as positive (+).

Markup

Optional, and only available where Bill to Owner=TRUE

Any numeric string (e.g. -100, 0, 100.50)

Enter the amount of the markup to be added to the base amount.

Enter charges as negative (-); Enter credits as positive (+).

Markup Tax

Optional, and only available where Bill to Owner=TRUE & Markup is provided

Any valid Tax Rate.

Enter the name of the tax rate to apply to the base amount.