By design, Payhawk exports expense invoices to Oracle NetSuite as Vendor Bills. However, as not all expenses are invoices, now you can export all receipt expenses as journal entries from Payhawk.
This new capability means that entities that have automated their expense export, will be able to avoid the inconvenience of automatically reporting invoices or bills to the government tax authorities when uploading a receipt expense.
For more information on exporting expenses and payments, see the article about exporting expenses and payments from Payhawk to Oracle NetSuite.
Enabling receipts export to journal entries
To enable the receipt expenses export to journal entries in Oracle NetSuite, select the respective option from the drop-down menu in the configuration wizard when setting up the connection between Payhawk and the ERP system.
On the same screen, from the available list in Oracle NetSuite, you also have to select an accounts payable account for the receipts export.
Exporting receipts to journal entries
To export an expense from Payhawk to a journal entry in Oracle NetSuite, select Receipt from the Document type drop-down menu when uploading that expense.
Exported receipts data in Oracle NetSuite
Once you mark an expense as reviewed, Payhawk will export the expense of the receipt as a journal entry resulting in the following categories in the ERP system under the Lines tab:
The Debit field will show the Expense Category you selected in Payhawk.
The Credit field will show the Accounts Payable account you selected in the ERP system.
The Name field displays the Name of the vendor which you selected in Payhawk. In case of a reimbursement, Payhawk will apply the employee as a vendor.
Along with these specific fields, Payhawk will export the same data as with other exports:
All classifications will be applied similarly to vendor bills (department, class, location, segment, transaction body field).
A document will be linked in the Communication tab.
When the payment has been paid through Payhawk and then settled, Payhawk will automatically create a bill payment and apply it to the open journal. The GL Impact tab will display the following data:
The Debit field will show the Accounts Payable account you selected in the ERP system.
The Credit field will show the bank account in Payhawk.
