Each custom template file or sheet consists of a header, a body, and a footer. The header and footer are optional for you to define.
You can configure individual layout settings for each template file or sheet's rows, columns, and cells.
The layout and formatting options you apply to each file's rows, columns, and cells overwrite any globally set formatting settings for the template (if any).
In Settings > Exports, select the desired template and the file you want to modify. On the next screen, under Layout, click on Configure. The next screen loads the table with the data included in the template file or sheet.
When you are ready with the modifications, click on Done editing.
Setting the header and footer
Each file or sheet has its own header and footer which are optional to configure.
If set, the header shows the information at the beginning of each template file or sheet.
To add a new row to the header, click on Add row.
To remove the current header row, click on Delete group.
If set, the footer shows the information at the end of each template file or sheet.
To add a new row to the footer, click on Add row.
To remove the current footer row, click on Delete group.
To add or edit an existing value in a header or footer cell, click on it. In the dialog that opens, update the information and click on Save changes.
Configuring the body
Each type of data you've decided to include in the file will provide options for you to define what information about each expense, payment, or deposit to include in the export.
Adding row groups and setting global data
For example, if you want to export expenses, For every expense will provide the following options for you to configure:
Add rows group - Adds one or more rows that will be displayed once for each expense.
Add line items rows group - Adds one or more rows that will be displayed for each line item of the expense.
Add transactions rows group - Adds one or more rows that will be displayed for each payment of the expense.
Editing row groups
You can apply actions to a section header by clicking on its three dots menu.
Add row - Adds a new row to the section.
Move down or Move up - Moves the section after or before the adjacent one.
Delete group - Removes the section introduced with that header.
Configuring rows
You can apply various actions to a row inside the template file or sheet by clicking on its contextual menu.
The list of available options includes the following configurations:
Duplicate - Duplicates the row copying the same values.
Insert new - Inserts a new empty row.
Configure visibility - Allows you to display or hide the data based on various criteria and depending on whether the defined row condition related to that criteria is met. When done, click on Save changes.
To add a new rule, click on + Add rule.
To delete a rule, click on the Trash icon.
Move up or Move down - Moves the row before or after the adjacent one.
Delete - Deletes the row.
Configuring columns
You can apply various actions to a column inside the template file or sheet by clicking on its contextual menu.
The list of available options includes the following configurations:
Duplicate - Duplicates the column copying the same values.
Insert new - Inserts a new empty column.
Move left or Move right - Moves the column to the left or right of the adjacent column.
Delete - Deletes the column.
Configuring cells
When configuring the cells of your file or sheet, you can either add some free text input or start your input with a curly bracket ({) and invoke any of the available export fields to select from.
You can define and aggregate values for each cell by clicking on the desired cell and selecting from the available options. For example, you can configure a cell to show:
The employee who submitted the expense and the expense note.
The base net amount of the expense and the date of its payment.
Setting cell functions
You can define a function for a cell.
For example, to aggregate the total amount of the column cells:
Click on the desired cell.
In the dialog that opens, select the function and the criteria to apply to it. Click on Done.
Select the formatting you want to apply to the result of the function.
Click on Save changes.
To set additional rules, click on Apply conditions and repeat the steps.
Setting conditional cell values
You can define and aggregate conditions for the data displayed by a cell by selecting Apply condition and entering the desired rules.
To add a new rule, click on + Add another condition.
To save your updates, click on Save changes.
To delete a condition, click on its three dots menu and select the Delete option.
For example, you may determine that:
If the expense document is a receipt, the export will use the external journal ID entry.
If the expense document is an invoice, the export will use the external account ID entry.
In all other cases, the cell will be left empty.
Previewing and downloading expenses
You can preview selected expenses from the template file or sheet and download them locally.
Open the file.
Click on Preview.
Select the desired expenses you want to download.
Click on Download preview.
