Finance teams can export expense and payment data for settled transactions from the Export app and, then, use that data for accounting purposes to share it with external ERP systems and accounting software.
However, for the Finance team to select and use an accounting export template from the Export app, Payhawk administrators need to enable it from the respective Payhawk account.
Enabling accounting export templates
To enable the desired accounting export template:
Log in to the Payhawk web portal.
Go to the Settings > Exports > Templates tab.
Click on the + Add template button.
In the dialog that opens, select the desired template format by clicking on the Use this button.
Optionally, to decide on whether a specific template is what you need, you can view it in advance by clicking its View sample link.
Once you confirm the selection, the accounting template is added to the list of templates under the Settings > Exports > Templates > ACTIVE section.
Mapping accounts for accounting export templates
To be able to share the accounting data from the specified export template to the external ERP system or accounting software you are using, you need to fill in the external ID values so that the accounts between the two systems can be mapped.
Go to the Settings > Exports > Accounts mapping tab.
Against the listed Payhawk expense types, funds accounts, specific accounts, and entity names, fill in the corresponding external IDs.
Under Custom mapping, fill in any custom fields you have created in Payhawk and want to be exported with the accounting template. To add more custom fields, use the + Add button.
When done, click on Save changes so that the mapping data can be applied to the template.
Archiving accounting export templates
If you no longer need an accounting template, you can archive it.
Go to the Settings > Exports > Templates > ACTIVE section.
Click on the three dots menu of the accounting template you want to archive and select the Archive option.
As a result, the archived template will be moved under the Settings > Exports > Templates > ARCHIVED section.
Re-activating accounting export templates
Even though you might have archived an accounting template, you can restore its active state if you need to use it again:
Go to the Settings > Exports > Templates > ARCHIVED section.
Click on the three dots menu of the accounting template you want to activate and select the Re-activate option.
As a result, the restored template will be moved under the Settings > Exports > Templates > ACTIVE section.
