Expenses (Reimbursement Requests)

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How to Export Expense Data

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Micall Searles
Micall Searles
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Contents

Overview

This article shows Program Admins how to export expense data from the Expenses page and how to find the file on the Downloads page in Next. 

 

What is an Expense Data Export?

The expense data export feature lets you download a spreadsheet (CSV) of expense line items for every awardee in your award cycle, with one row per line item.

Each row includes award, expense, and line item details, plus approval status, comments, split details, and full history.

  • Who can export expenses:
    • Organization Owners
    • Client Admins
    • Program Owners
    • Program Managers
       

Step-By-Step Instructions 

Step 1: Access Expenses

  1. In the award cycle, click Expenses under the Financials section in the left-hand menu.

     


- Optional Step: To export only certain expenses, filter or search your list before exporting:

  • Filter: Click the filter icon next to a column header, then choose and apply your filters. (Example: Filter the Status column to “Approved” to export only approved expenses).


     
  • Search: Enter a keyword in the search bar.  (Example: Search by awardee name to export one awardee's expenses). 

If you use filters or search, your file will include only the expenses that match.  

Sorting or showing/hiding columns only changes what you see on screen - it will not change what gets exported or how the file is formatted. 

Step 2: Export Expenses

  1. Click Actions in the upper-right corner of the screen, then select Export All Expense Data or Export Filtered Expense Data if you applied a filter and/or search term.

If you want to include all expenses in your file, confirm that the Actions menu shows Export All Expense Data. If it shows Export Filtered Expense Data, clear your filters and search terms first. 

 

  1. A pop-up appears stating that you'll receive an email when the download is complete. Click Export to start the export. Your file is created in the background. 

  • A green confirmation message appears in the bottom-left corner of the screen stating that your file will appear on the Downloads page when it's ready. 
     

Step 3: Download Your ZIP File

When your file is ready for download, you'll receive an email confirmation notifying you that it's ready.

  1. In the confirmation email, click Go to Downloads Page. 

To access the Downloads page in the platform instead: 

  • Click your profile icon/name in the upper-right corner of your account, then select Downloads from the dropdown (Note: If you don't see Downloads in the menu, you may be inside a program. Click an item in the top menu, like Programs, to get to the organization level, then click your profile icon again). 

 

2. In the Downloads page, click the download icon in the Actions column on the far-right of your file. 



 

3. The ZIP file will download to your device. Open it from your browser's downloads folder.  

Example:

What's in Your Expense Export 

  • Each line item has its own row. 
  • Dates and times are in UTC (Coordinated Universal Time). 
  • If a cell has more than one value, the values are separated by a vertical line ( | ) , like this: Receipt missing | Approved after revision.

Columns in the CSV

Columns in the file will appear in this order:

Column in CSV File What it shows
Award Name Name of the award the expense belongs to.
Amount Awarded Total amount awarded.
Award Acceptance Date Date the awardee accepted the award.
Awardee Name Name of the individual or organization that received the award.
Awardee ID Awardee's ID in Next.
Nickname (Based on multiple applications) Name the applicant gave the application, so you can tell which application the expense belongs to.

Blank if the awardee has only one application in the cycle.
Expense Name Name of the expense.
Expense Description Description of the expense.
Expense Date Date of the expense.
Expense Total Total amount of the expense, across all of its line items.
Expense Status Expense's current status.
Line Item Date Date of the line item.
Category Budget category for the line item.
Description Description of the line item.
Item/Employee/Vendor Item, employee, or vendor the line item is for.
Service Period Start Date Start date of the service the line item covers.
Service Period End Date End date of the service the line item covers.
Amount Line item amount.
Advanced category codes (if enabled for organization) Every advanced category code type configured for the organization. One column for each code type.

Blank if no code of that type is applied to the line item.
Approval Status The latest approval outcome (In Progress, Approved, Rejected).

Blank if expense approvals aren't turned on for your organization or cycle.
Comments Every comment on the line item (from approvers, admins, and awardees), including who left each one and when. Most recent first, separated by a vertical line ( | ).
Fund / Sub-fund The fund and sub-fund tagged on the line item when it was sent for approval.

Blank if Funding Source Tracking isn't turned on for your organization.
Split Reference The original line item and its original amount, if this line item was created by a line item split. 

Blank for line items that weren't split.
Clawback Count Number of clawbacks on the line item.
History The line item's full history. 

📌Note: This matches the history you see when you click the clock icon on an expense. Each event has its own line, starting with the oldest. A line can show the date, the status change, who made it, and any amount or comment.

💡 Tip: Turn on Wrap text for the History column in Excel or Google Sheets to read each event on its own line. 

 

Related Articles

➡️Downloading PDFs and Exports
➡️Expenses Overview

 

 

 

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