By design, Payhawk exports expense invoices to MS Business Central as Purchase invoices. 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.
Enabling receipts export to journal entries
To enable the receipt expenses export to journal entries in MS Business Central, you need to 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, you also have to select the general journal batch for the receipts export from the available list in MS Business Central. Selecting the general journal batch is like choosing the folder where you want to store the expenses. For more information on using general journal batches, see the official Microsoft 20-minute training session.
Exporting receipts to journal entries
To export an expense from Payhawk to a journal entry in MS Business Central, select Receipt from the Document type drop-down menu when uploading that expense.
Exported receipts data in MS Business Central
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:
The Debit will show the GL Category you selected in Payhawk.
The Credit field will show the Balancing Account which corresponds to the Vendor that will usually also have an Accounts Payable category.
Payhawk will always use the vendor as a balancing account. In case of a reimbursement, Payhawk will search for the employee as a balancing vendor account.
Along with these specific fields, Payhawk will export the same data as with other exports:
Payhawk will apply all dimensions similar to purchase invoices bills.
A document will be linked in the Attachments tab.
Multiline expenses will create multiple journal lines.
When the payment has been paid through Payhawk and then settled, Payhawk will automatically create a payment and apply it to the open journal:
The Debit field will show the Vendor (Accounts Payable account).
The Credit field will show the bank account in Payhawk.
Payhawk will create a Payment Journal entry as soon as the General Journal entry is posted, and will automatically link it to the General Journal entry. The same payment journal will be used for all payments coming from Payhawk.
