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?

For Windows users:

First step is to download a key generator. We advise to download Putty Gen from http://www.putty.org/ click on ‘You can download PuTTY here”. Scroll a bit down and under Alternative binary files you will find the following:

 

Open the Puttygen and press Generate. Move the cursor until the bar if full.

 

Press Save public key. Name the file for example: FTP public key. Then Press save Private key name the file for example: FTP private key

Note: Do not generate a new key in between!

 

After you saved them both, open the public key in notepad:

 

First remove the following:

---- BEGIN SSH2 PUBLIC KEY ----

Comment: "rsa-key-20220523"

---- END SSH2 PUBLIC KEY ----

It will look something like this:

 

Second, add ssh-rsa in the beginning and put everything on one single line (by removing the ‘enters’). It will be like this:

Save the file.

 

 

For Apple/Linux users:

  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

Now we move to Declaree.

Go to Settings – Import & Export – FTP account and you will see the following page:

 

Take a note of the FTP account and Hostname. We will be needing both in a bit. Then upload the public key by clicking on Choose file and selecting the public key file you just saved.

 

Next we need a program to connect to the FTP server. We advise to use Filezilla. This can be found here: https://filezilla-project.org/download.php?show_all=1

Once downloaded and installed, open FileZilla. Press the icon under ‘File’:

 

Click on New site:

 

The setup should look like this:

 

Protocol: Select SFTP

Host: ftp.declaree.com or ftp.declaree.de (Depending on the administration, this information can be found in Declaree under Go to Settings – Import & Export – FTP account)

Port: 22

Logon Type: Key file

User: This information can be found in Declaree under Go to Settings – Import & Export – FTP account

Key file: Upload private key that you have saved earlier.

You can now connect.

 

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