This article provides definitions and examples that explain the export field options in Payhawk and shows how you can structure and format data in the export template.
Running balance
Running balance represents the starting balance minus the payment amount and is updated with each transaction.
For example, if the initial balance is EUR 100, the first payment is EUR 10, and the second payment is EUR 15, then the running balance will show EUR 90 on row 1 and EUR 75 on row 2.
Split
Split represents the delimiter used to separate a single value within a specific cell. This function allows data to be broken down into distinct components for easier processing and analysis.
For example, if the document numbers are INV-1001, INV-1002, INV-1003, you can use a comma as the split character among them. This will allow you to extract a specific value such as the last INV-1003 item.
Leading/Trailing characters
Leading/Trailing characters are the characters added at the beginning or end of a value to ensure it meets the required maximum character length. You can also specify the type of character that will be used as a leading or trailing character.
For example, if an amount is EUR 100 and the required length is 5 characters and the type of character is set to 0 (zero), the amount will be displayed as EUR 100.00 if the setting relates to the trailing character.
Account balance
Account balance represents the available amounts in bank accounts at different stages of transaction processing. It helps track financial balances before and after expense payments, and typically includes the following data:
Start balance - The available amount before any expense payments are made.
End balance - The remaining amount after all expense payments have been executed.
Available balance - The amount currently accessible for use.
Reserved balance - The amount set aside for pending authorizations.
Calculated fields
Calculated fields generate values based on predefined rules. The export template includes the following fields of numerical references and date formatting options.
Line item row number
Line item row number assigns a sequential row number within each expense. Its behavior is similar to Excel row numbering but is specific to the expense.
For example, if you have an expense with 5 rows and another one with 3 rows, the line item row numbers for the first expense will be 1, 2, 3, 4, 5 and 1, 2, 3 for the second one.
Row number
Row number assigns a sequential number to each row, indicating where one piece of information ends and another begins.
For example, if an expense has 2 line items and 2 payment rows, followed by another expense with 1 line item and 1 payment row, the row numbers will be 1, 1, 2, 2, 3, 4.
Journal entry number
Journal entry number represents the row number assigned to a payment transaction.
For example, if there are 5 payments, and each payment consists of 2 rows, the journal entry numbers will follow this pattern: 1, 1, 2, 2, 3, 3, 4, 4, 5, 5.
Transform amount
Transform amount allows you to define the way amounts will be displayed in the export template.
To modify an amount:
Click on the desired value, for example, Total amount (Base Currency).
Select one of the following Transform amount optional settings:
None - Keeps the amount as it appears in the system. For example, EUR -100 (minus 100) will be displayed as EUR -100 without modifications.
Amount absolute value - Converts the amount to its absolute value by removing negative signs. For example, EUR -100 will be displayed as EUR 100.
Amount in inverse sign - Reverses the sign of the amount, converting positive values to negative and negative values to positive. For example, EUR 100 will be displayed as EUR -100.
Click on Save changes.
Attachment Url
By default, Attachment Url provides a comma-separated list of all files uploaded for a specific expense. To display a single Url per cell, click on the Attachment Url value and define the Index in list setting.
The Index in list setting allows you to specify that, for example, Cell A displays the first file, Cell B displays the second file, and so on, similarly to how the Split function works.
