The direct integration between Payhawk and MS Business Central allows you to have full control over the data exchanged between the two systems.
Payhawk performs data synchronization when connected to MS Business Central for the first time. Optionally, Payhawk administrators can trigger the data sync on demand.
The integration creates or maps a bank account for each active currency in Payhawk. You will also specify the starting date of the balances that you would like to synchronize between Payhawk and MS Business Central.
The following diagram shows the data that is automatically synced between the systems.
Pushing payments to MS Business Central
Payments will be exported to MS Business Central once the expense is exported from Payhawk and posted in the ERP - if the expense stays in a draft state (not posted), the payment will not be exported. This means that an accountant or administrator has to post the purchase invoice to MS Business Central. To save time, you can use the ERP's batch post functionality.
Additionally, for accounting reasons, Payhawk will export a payment to MS Business Central only after the transaction has been settled. For example, if you’ve exported the expense and posted it in MS Business Central but the payment has only been authorized and not settled yet, Payhawk will wait for the payment to be settled and, only then, will export it automatically in MS Business Central.
For more information on Payhawk-MS Business Central bank feed integration, see the article about syncing bank statements with MS Business Central.
Pushing deposits to MS Business Central
By default, once a deposit has been received, Payhawk automatically pushes the deposit transaction as a bank statement line in MS Business Central.
Sometimes the automatic export of deposits is not desired due to required pre-defined settings. In such cases, contact Payhawk to disable the automatic deposit export feature.
Pushing expenses to MS Business Central
Once an expense has been reviewed, Payhawk pushes that expense to MS Business Central. If the amount of the expense is positive, Payhawk creates a purchase invoice. If you have received a credit note instead, the amount on the expense will be negative and Payhawk will create a credit memo. Payhawk doesn't support attachments and dimensions for credit memos.
For reimbursement expenses, Payhawk uses the employee as a supplier.
For card and bill expenses with receipts, the Balance Account of the General Journal entry is that of the selected supplier in the Payhawk expense. For reimbursable, mileage, and per diem expenses with receipts, the Balance Account of the General Journal entry is that of the expense owner of the Payhawk expense.
Linking invoices to payments
When a purchase invoice is posted and if the expense has been paid through Payhawk, Payhawk will automatically create and link a payment journal entry.
Exported data fields to MS Business Central
Payhawk exports the following data fields to the MS Business Central system:
Supplier - If the supplier is not in the MS Business Central system, Payhawk will notify the user that this may be a new supplier and will display the option to create it from Payhawk or, if the user role is one of a Payhawk employee, to request so from a Payhawk administrator.
Category - Mapped to the MS Business Central chart of accounts.
Document number
Document date
Service period - Once the Payhawk administrator changes the Service period date in Payhawk, it will overwrite the Document date of the expense posted in the ERP system.
Due date - For all bank expenses, Payhawk exports the due date. If there is no due date entered, the date of the expense is used as the due date.
Note - The cardholder's explanatory note for the expense is shown in the Description field of the expense in MS Business Central.
Document image
Amount - The total amount minus the tax rate for the expense.
Currency
VAT Rate - The tax rate provided by MS Business Central.
Tracking categories - Payhawk imports MS Business Central dimensions and allows them to be used as expense fields.
Fees - When there is a fee to the transaction, that fee will create a separate payment journal entry in the dedicated account during the connection to the ERP system.
Amortization start (date) and Amortization end (date):
When exporting an expense, the template data from the Amortization schedule field in Payhawk will be exported against the Deferral code field in MS Business Central on the line level of the purchase invoice.
If the Amortization start date has been selected in Payhawk, it will be exported against the Start date field of the deferral schedule.
For purchase invoices or purchase journals (when the document type is respectively an invoice or a receipt), the selected deferral template will be exported to the Deferral code data field in MS Business Central on the line level of the purchase invoice or general journal.
The Amortization end date in Payhawk has no impact on this expense in MS Business Central and is not exported as the period is being calculated when the user clicks on the Calculate schedule button. For enhanced usability of this feature, Payhawk automatically triggers the calculation of the schedule in MS Business Central thus eliminating the need for users to manually open each expense and click the button for the calculation.