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Overview of shared data with MS Business Central
Overview of shared data with MS Business Central

Learn what data is pulled and pushed between Payhawk and MS Business Central.

Nikolay Pohlupkov avatar
Written by Nikolay Pohlupkov
Updated this week

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

For accounting reasons, Payhawk exports only settled transactions. This means that if a payment has been authorized, but not settled yet, Payhawk will not export it to MS Business Central.

Once a transaction is settled by the bank, its settlement date and amount will be automatically exported to the Payhawk bank account in MS Business Central as a bank statement line.

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 bank transfer 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 Employee, to request so from an Administrator role.

  • Category - Mapped to the MS Business Central chart of accounts.

  • Document number

  • Document date

  • Service period - Once the 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.

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