You can export or download your expenses and payments in Payhawk based on whether you have a live integration with an ERP system (accounting software) and whether you'll need the data for reporting or accounting purposes.
Live integration with an ERP (accounting) system
If you have a live integration between Payhawk and your ERP (accounting) software:
Expenses are automatically exported from Payhawk to the ERP system once they are reviewed in Payhawk by an authorized person at your company.
For example, see the overview of shared data with Oracle NetSuite and exporting expenses and payments to Oracle NetSuite.
Based on the Exported, Not exported, and Failed export statuses, in the Expenses app, you can apply the Exported, Not exported, and Failed export filters to your expenses and combine them with other filters.
The payment information for an expense is exported from Payhawk to the ERP system only after the expense has been reviewed and the transaction has been settled.
The export event between the two systems can be viewed from the Expenses app in the View history audit log of the expense.
The detailed export data for the expense can be viewed from the Expenses app in the Export section of that expense.
File export of expenses and payments from the Export app
If you export your expenses and payments into a file from the Export app:
The file export option is intended for accounting (not reporting) purposes.
The generation of a PDF account statement doesn't change the export status of an expense or payment.
Expenses can be exported on demand from the Export app and in any of the available file formats.
The file export contains the expense and payment data for the selected period regardless of whether the payment has been settled or not.
If you don't have a live ERP integration, the update of the export status of an expense or a payment to Exported will happen upon the generation of the export file from the Export app only.
Based on the export status, you can apply the Not exported, Exported or Failed export filters to expenses and payments.
Download of expenses and payments from the Expenses app
The download option is intended for reporting (not accounting) purposes and, therefore, it doesn't overwrite the export status of expenses and payments.
The file will contain expenses and payments that are filtered by certain parameters that you applied before the download.
Payhawk doesn't keep track of the expense downloads in the View history audit log of that expense.
Note on export filters
When the Exported and Failed filters are applied, the results will include expenses that have ever been exported or whose export has ever failed, and may not correspond to the actual latest export status of the filtered expenses.
This behavior of the export status filters is a limitation and will be modified to display the latest export status of an expense when the Exported and Failed export filters are applied.