You can export your company expenses and payments from Payhawk in various ways and from different Payhawk apps.
The export status of the expenses and payments is affected by the outcome of the export and includes different information depending on whether you have a live integration with an ERP system or not.
Export statuses
Based on the outcome of the export, Payhawk can display the following export statuses for the Export section of the expense when collapsed and against the expense or payment.
Export status | Definition |
Exported | The expense or payment has been successfully exported from the system. |
Data unavailable | The export status of the expense or payment cannot be defined as the export history feature didn't exist before 1 February 2024. |
Not completely exported | There are at least two objects (an expense and a payment) in the section. One of them has been successfully exported (Exported status) but the other has not been exported yet (Not exported status), the export was unsuccessful (Failed status), or the export status is unknown as the expense or the payment might have been exported before the activation of the export history feature (Data unavailable status). |
Failed | The export of the expense or payment has failed due to some reason - for example, if the service period in Oracle NetSuite is locked. |
Not exported | The expense or payment hasn't been exported yet. |
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.
Useful resources