The Custom CSV Builder in Alaan lets you build CSV templates that match your accounting system’s exact format—so you don’t have to edit files manually every time you export.
🔑 Key Features
Direct Compatibility: Create exports that match your accounting system's exact requirements
No Manual Editing: Eliminate the need to modify CSV files between systems
Double-Entry Support: Properly format debits and credits according to accounting standards
Tax Handling: Flexible options for VAT/tax reporting
Reusable Templates: Create once and use repeatedly for consistent exports
Fields Available Related to Amount
Field Name | Description |
Amount | Transaction amount in base currency |
Transaction Amount | Amount spent in foreign (Fx) currency |
Debit VAT Amount | VAT amount when the transaction is a debit |
Credit Amount (Including VAT) | Total amount credited, including VAT |
Debit Amount (Including VAT) | Total amount debited, including VAT |
VAT Amount | Tax amount included in the transaction |
Amount (Excluding VAT) | Transaction amount excluding VAT |
Credit VAT Amount | VAT amount when the transaction is a credit |
Credit Amount (Excluding VAT) | Credit amount excluding VAT |
Debit Amount (Excluding VAT) | Debit amount excluding VAT |
Fields Available for Additional Related Areas
Field Name | Description |
Expense Category | Category of the expense |
Transaction Currency | Currency for foreign exchange (Fx) transactions |
Transaction Date | Date on which the transaction was authorised |
Transaction Type | Type of transaction (e.g., DEBIT, CREDIT) |
Memo | Memo of the expense |
Tax Code | Code representing the applied tax |
Tax Percentage | Percentage of tax applied to the transaction |
Spender Email | Email address of the person who made the transaction |
Currency Code | Base currency |
Tax Name | Name of the tax applied to the transaction |
Spender Name | Name of the person who made the transaction |
Merchant Name | Store or merchant name |
GL Account Code | GL account associated with the selected category |
Team Leader Name | Name of the team leader associated with the spender’s team |
Unique ID From Time | Unique identifier generated from the transaction timestamp |
TRN Number | Tax Registration Number of the merchant |
Transaction Id | Unique identifier for the transaction within Alaan |
Transaction Sequence Number | Sequence number of the transaction, starting from 1 |
GL Account For Integration | GL account number used for direct integration |
Supplier ID | Unique identifier for the supplier |
Supplier Name | Name of the supplier |
Invoice Number | The invoice number associated with the transaction |
Last 4 Digits of Card Number | The last four digits of the card used in the transaction |
Download/Export Date | Date when the CSV report was downloaded |
Transaction Event Type Description | Detailed description of the transaction event (e.g., Purchase, Refund) |
Network Transaction ID | Transaction identifier provided by the payment network |
🛠 Step-by-Step Guide
Step 1: Access the Custom CSV Builder
Log in to your Alaan account.
Navigate to Settings → Accounting → Custom CSV Builder or access via Accounting Setup → Custom CSV Builder.
Step 2: Create your Template
Click the Create New Template button in the top-right corner.
Step 3: Configure Your Template
If creating a new template, you'll need to set up the following options:
Basic Settings:
Template Name: Give your template a recognisable name (e.g., "Tally Export").
Line Item Format: Choose between:
"One line per expense" (standard format).
"Separate lines for Debit & Credit" (double-entry accounting).
VAT Handling: Choose between:
"No, include in total" (simpler approach).
"Yes, show separately" (for detailed tax reporting).
Date Format: Select your accounting system's preferred format (YYYY/MM/DD, DD/MM/YYYY, etc).
Headers: Choose whether to include column headers in your export.
Column Configuration:
Add columns that match your accounting system's import requirements
For each column:
Set the CSV Column Title exactly as your accounting system expects.
Map to the appropriate Alaan data (GL Account Code, Merchant Name, Tax Code, etc).
For double-entry accounting, configure both Dr (debit) and Cr (credit) entries.
Add more columns using the "+" button.
Rearrange or delete columns using the column menu (three dots).
Preview how your data will look in the sample table at the bottom.
Advanced Column Options:
Fixed Values: For any column, you can set a static value that will appear in every row.
Click on the dropdown menu for a column.
Select "Set a Fixed Value" at the bottom.
Enter the text you want to appear in every row of that column.
Click "Set" to confirm.
Null/Empty Values: You can set a column to have no value by selecting "None" from the dropdown.
Useful when certain fields aren't required for specific accounting entries
Different Values for Dr/Cr/VAT Lines: When using double-entry or separate VAT lines, you can:
Set different field mappings for debit vs. credit lines.
Example: Map Dr line to "GL Account Code" but set Cr line to a fixed value like "Alaan Debit Card".
Similarly, you can map VAT lines differently than their parent transaction lines.
Step 4: Save Your Template
Click the Save Template button at the bottom right.
Your template will appear in the "CUSTOM" section of the Custom CSV Builder page.
You can edit, delete, or download a sample anytime by clicking the three-dot menu.
Step 5: Prepare Expenses for Export
Go to the Accounting section in the main menu.
Review expenses in the "Expenses to Prepare" tab.
For each expense:
Select the appropriate GL account/category.
Ensure all required fields are completed.
Once prepared, expenses move to the "Ready to Export" tab.
Step 6: Export Your Expenses
In the Accounting section, go to the "Ready to Export" tab.
Select the expenses you want to export.
Click the Export button.
Choose your saved custom template.
Download the CSV file.
Import directly into your accounting system without manual editing.
If you have any questions on this, you can reach out to our Customer Support Team for help.