The direct integration between Payhawk and Microsoft Dynamics 365 Finance automates master data import, simplifies expense and payment exports, and enables bank reconciliation. This gives you full control over data exchange between the systems.
Payhawk performs data synchronization when connected to Microsoft Dynamics 365 Finance for the first time. Optionally, Payhawk administrators can trigger the data sync on demand.
The integration creates or maps a bank account for each active currency in Payhawk. You will also specify the starting date of the balances that you would like to synchronize between Payhawk and Microsoft Dynamics 365 Finance.
Master data and custom fields
The following diagram shows the maser data and custom fields that are automatically synced between the systems.
Reviewed expenses and settled payments
The following diagram shows the exchanged data regarding reviewed expenses and settled payments between the Payhawk and Microsoft Dynamics 365 Finance systems.
Pushing payments to Microsoft Dynamics 365 Finance
Payments will be exported to Microsoft Dynamics 365 Finance only after the transaction in the General Ledger journal was selected during the configuration step.
Pushing deposits to Microsoft Dynamics 365 Finance
By default, once a deposit has been received, Payhawk automatically pushes the deposit transaction as a bank account transfer in Microsoft Dynamics 365 Finance.
Sometimes, the automatic export of deposits is not desired due to required pre-defined settings. In such cases, contact Payhawk to disable the automatic deposit export feature.
Pushing expenses to Microsoft Dynamics 365 Finance
Payhawk supports posting to 3 different interfaces in Microsoft Dynamics 365 Finance.
Purchase invoices
Once an expense is reviewed, Payhawk pushes it to Microsoft Dynamics 365 Finance.
If the expense amount is positive, Payhawk creates a purchase invoice.
If the expense is a credit note, the amount will be negative, and Payhawk will generate a credit memo.
For reimbursements, the employee is treated as the vendor.
Expense reports
After an expense is reviewed, Payhawk pushes it to Microsoft Dynamics 365 Finance. Each expense generates an expense report for the respective employee who owns the expense.
General Ledger Journals
Once an expense is reviewed, Payhawk pushes it to Microsoft Dynamics 365 Finance. Each expense creates a General Ledger Journal for the respective employee who owns the expense.
FX Fees are posted in the General Ledger Journals.
Linking invoices to payments
Depending on the interface you are using, Payhawk will post payments in different journals.
For purchase invoices, when a payment is settled, Payhawk creates an entry in the Vendor Payment Journal and links it to the corresponding invoice.
For Expense Reports and General Ledger Journals, all payments are posted within the General Ledger Journal.
Exported data fields to Microsoft Dynamics 365 Finance
Payhawk exports the following data fields to the Microsoft Dynamics 365 Finance system:
Supplier - If the supplier is not in the Microsoft Dynamics 365 Finance system, Payhawk will notify the user that this may be a new supplier and will display the option to create it from Payhawk; if the user role is one of a Payhawk employee, the system will request it from a Payhawk administrator.
Category - Mapped to the Microsoft Dynamics 365 Finance chart of accounts.
Document number
Document date
Service period - Once the Payhawk administrator changes the Service period date in Payhawk, it will overwrite the Document date of the expense posted in the ERP system.
Due date - For all bank expenses, Payhawk exports the due date. If no due date is entered, the expense date is used instead.
Note - The cardholder's explanatory note for the expense is shown in the Description field of the expense in Microsoft Dynamics 365 Finance.
Document image
Amount - The total amount minus the tax rate for the expense.
Currency
VAT Rate - A combination of the Sales Tax Group and the Item Sales Tax Group.
Tracking categories - Payhawk imports Microsoft Dynamics 365 Finance financial dimensions and allows them to be used as custom expense fields.
Fees - When there is a fee for the transaction, that fee will create a separate payment journal entry in the dedicated account during the connection to the ERP system.