Data exchange via SFTP server

To automatically synchronize data with your Declaree Administration, you can use your own Declaree Exchange account. With the help of this, files can be exchanged periodically between Declaree and your existing system (e.g. approved expenses, personnel, cost centers and exchange rate data).

How do I create an SFTP account?

When your sFTP module is activated by Declaree:

  1. Go to "Settings"> "Import & Export"> "FTP Account".
  2. Here you'll see the username for your account.

Activate your authorization key

  1. Generate the private / public key.
  2. Open your public key in a text editor and copy the content.
  3. Then press "Add key".
  4. Give your key a name and paste the public key from the clipboard.
  5. Press "Save". 

Generate public / private key under Windows 

  1. You can download PuttyGen and use it to generate a key set.
  2. Then click "Generate" and move the mouse over the grey area until 100% of the code has been generated.
  3. Click "Save private key" to save the private key. Repeat the same steps to generate the public key.
  4. To save the generated public key in Declaree, you must first adapt the file: In the file, delete the instructions 'begin' and 'end' and the comments. Next, add "ssh-rsa" for the key and make sure the entire key is on one line. It will look like this: "ssh-rsa AAAAB3NzaC1yc2EAAA .... GzSznbU9MrvTk =" As a simplification, you can also do this via this website which automatically converts the public key for you and converts it into a declaration compatible file.
  5. Store the public key in Declaree.

Generate public / private key under Linux / Mac OS X

  1. Open the terminal.
  2. Enter the following command: ssh-keygen -t rsa -b 4096 -C "[your email address]".
  3. Select a folder in which you want to save the keys.
  4. Leave the passphrase blank by clicking "Enter" twice.
  5. Add the public key (id_rsa.pub) in Declaree. 

Connect

Hostname   ftp.declaree.com
Poort   22
Username   You can find it at Import/Export: https://app.declaree.com/admin/exchange_account

 

Classification of files

An SFTP account has the following folder layouts that you can use;

/in
\-- /users
\-- /tags
\-- /exchange
\-- /transactions
/out
\-- /reports

The relevant personnel, cost center and exchange rate data can be added in the / in / * folder. Make sure that the Excel or CSV file is named and at least contains the information in the tables below.

The periodic export files with the file names "Expenses_ [Ymd] .csv" are automatically placed in the / out / * folder, where [Ymd] stands for the year, the month and the day of the export (e.g. "Expenses_20170502"). If evidence loads in the form of PDF reports were also exported during the export, then these are in the / out / Reports folder, provided with the file name '[ID] .pdf', in which [ID] for the specific report number in Declaree stands.

Frequency migration of files

Files that have been placed in the / * folder are automatically processed within one minute. You can track the status of all imports and exports in your Declaree Administration under "Manage"> "Account"> "Data Exchange".

Files that have been placed in the / * folder are automatically processed within one minute. You can track the status of all imports and exports in your Declaree Administration under "Manage"> "Account"> "Data Exchange".

Data checks

New data are automatically checked for their content. If irregularities are discovered, for example because the number of lines is significantly smaller than already specified in the Declaree Administration, a link will be sent to you for checking and sent to you. Please always enter your current email address under "Manage"> "Account"> "Data exchange"> "Technical contact".

Format of employee data

Type: Excel of CSV (UTF-8 encoded)
(For CSV use the Unix line-endings and semicolon as column delimiter)

Column

Mandatory

Limitations

Username

Yes

Text

Initials

No

Text

First Name

No

Text

Prefix

No

Text

Last Name

Yes

Text

Email

Yes, Standard Setup

Valid E-mail address

Code

Yes

Text

Manager

Yes, Standard Setup

Valid Username

Submits to

No

Valid Username

Groups

No, Standard Setup

Text, comma separated

Department

No, Standard Setup

Valid field value

 

Format of the cost center information (tags)

Type: Excel of CSV (UTF-8 encoded)
(For CSV use the Unix line-endings and semicolon as column delimiter)

Column

Mandatory

Limitations

Project Name

Yes

Text

Project Code

Yes

Text

 

Upload multiple cost center levels

If several cost center levels are used, this can be referred to in the information on the cost center. For example, if you create another "Activity" level under the "Project" main level and Activity 1010 - Draft and 1020 - Production falls under Project 1000 - Internal, this can be included in the Excel file in two ways below.

 

1. Projects and activities together in an Excel or CSV file

 Projects-and-Activities.xlsx
Code Name Project Code
1000 Client AB  
1010 Draft 1000
1020 Production 1000
2000 Client CD  
2010 Draft 2000
2020 Production 2000
 

2. Projects and Activities in two separate Excel or CSV-Files; 

Projects.xlsx

Projekt Code Projekt Name
1000 Client AB
2000 Client CD
 

Activities.xlsx

Activitiy Code Activitiy Name Project Code
1010 Draft 1000
1020 Production 1000
2010 Draft 2000
2020 Production 2000