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Payhawk for accountants
Monitor company cost, suppliers, and spend policies. Categorise, filter, and export expenses.
41 articles
Getting started for Payhawk accountantsIntroductory tutorial for the accountant role: how to monitor and work with expenses, suppliers, spend policies, card limits, and exports.
Expenses
Monitor, filter, and download your company expenses, and apply other accounting expense operations on a daily basis.
Overview of expenses for accountantsLearn about the features related to your company expenses in Payhawk.
Authorized and settled transactionsLearn why Payhawk exports only settled transactions to ERP systems like Xero, DUO (DATEV), Oracle NetSuite, QuickBooks Online, and more.
Approving and declining expensesCan I select many expenses and approve them at once in bulk? Can I decline, reject, or return (un)paid expenses to employees to correct?
Creating subscriptionsCan I add expenses to existing recurring card payments that employees owe to the same supplier every month? Can I delete subscriptions?
Deleting expensesHow can I delete unpaid or submitted expenses in Payhawk? Can I remove expenses I paid, reviewed, or approved?
Downloading expensesLearn how to download a snapshot of your company expenses from Payhawk.
Downloading payment confirmations for expensesHow can I confirm I made a payment to vendors? Can I download payment confirmations for paid expenses fro suppliers?
Searching and filtering expenses and paymentsSearch through, sort, and organize your company expenses by filtering their document details, expense categories, payment amounts, and more.
Marking expenses as paidMark your company expenses as paid one by one or in bulk and handle the payment externally.
Merging expensesMerge expenses that meet the system requirements and have a resulting expense that bears specific characteristics.
Returning expenses for reviewHow can I return reviewed expenses to reviewers to check them again?
Reviewing expensesLearn how to review expenses one by one or select multiple expenses with a single click and do a bulk review.
Saving and managing filtered expense viewsSee the default expense views, and save and manage views after you have filtered out the desired company expenses.
Scheduling paymentsSchedule bill payments for a due date, for a specific date, or for immediate authorization and payment.
Splitting expenses into line items in the portalLearn how to split an expense into lines with a different category, custom field, tax rate, and team, and apply the auto-split options.
Splitting card expenses into multiple expensesSplit a card expense or an ATM withdrawal into multiple expenses without the manual work in your ERP after the expense is posted.
Viewing expense activityView comments and workflows of expenses and payments, and see the change log and expense history in Payhawk.
Understanding the different expense amountsLearn what the stated expense amounts mean and what their context is.
Cards
Track company card spend, settings, and subscriptions, oversee team cards, and monitor existing spend policies.
Searching and filtering corporate cardsLook for a corporate Payhawk card that has been issued to an employee and filter all cards by currency.
Viewing team cards and detailsManage the shared card limits and subscriptions of your company with the Payhawk team cards.
Viewing spend policies and affected cardsView and monitor any updates in the defined spend policies for Payhawk cardholders at your company.
Viewing fund, ATM withdrawal, and card request activityView comments, approval statuses, and change logs for fund, ATM withdrawal, and card requests in Payhawk.
Purchases
Create product receipt and service purchase orders, submit purchase order approvals, and follow up the procurement process with the supplier and within the company.
Overview of purchases for accountantsLearn more about the purchases at Payhawk.
Purchase statusesCheck the invoiced amount or received quantity status of your purchase order, or the status of its specific line items.
Purchase views and filtersHow can I filter company purchase orders by category, submitter, supplier, approval status, and other criteria?
Viewing purchase activityView comments, approval statuses, and change logs for purchase orders in Payhawk.
Suppliers
Keep track of suppliers and supplier details, and import and export supplier companies.
Overview of suppliers for accountantsLearn more about the Payhawk supplier management and get an overview of the supplier fields and records int he system.
Creating, archiving, and searching for suppliersCreate new suppliers from the Suppliers app in Payhawk and learn how to delete them if required.
Editing, viewing, and applying supplier detailsLearn about General, Contact, Payment, and Additional Details.
Editing the supplier expense categorizationSet up your expense categorization values in Payhawk and automate expense field population per supplier.
Manually importing and exporting suppliersLearn from where to download our template, how to populate it, and how to import your suppliers.
Syncing suppliers between Payhawk and ERP systemsLearn how data syncs from and to your ERP.
Affected expense management workflowsLearn how Suppliers affects expenses before approval, during review, and when inputting payment details.
Warning and error messages for supplier managementLearn the meaning of all warning and error messages, and how to resolve them.
FAQ on suppliersFind answers to some of the most frequently asked questions (FAQ) about the Payhawk suppliers.
Export
Export expense data from Payhawk on demand in Excel, MT940, PDF, or other popular formats, and customise the exported accounting data to meet the requirements of your ERP system.
Export and download of expenses and payments in PayhawkGet an overview of the differences between exported expenses and payments with live ERP integrations, file export, or download.
Export views and export statusesOrganize your exports with the default Payhawk views and view the export status of your expenses and payments.
Exporting expenses and payments on demandExport card, cash, and bank payment transactions from Payhawk to the ERP system.
Exporting account statementsLearn how to export opening and closing balances and transaction details per period as PDF or MT940 account statements.
Managing scheduled email reportsLearn how to schedule daily, weekly, or monthly expense exports in CSV, Excel, or MT940 format to a pre-defined set of emails.