Once a transaction has been Accounting Reviewed and a CheckRequest is created, the invoice will be flagged as ready for export.
This article will explain how to generate an export file from ExpenseWatch that you can import to your accounting system. Your export file generally contains all new invoices. However, your invoice file can also be populated with previously selected invoices.
Step 1: Click the Invoices tab.
Step 2: Under the Export section, click Export Invoices.
Step 3: This is the Accounts Payable Transaction Export page.
Step 4: There are two methods an export file columns can be defined.
- Complete Export: This includes both Products Invoices and Travel Expense Invoices.
- Invoice Export/Payroll Export: This includes only Product Invoices or only Travel Expense Invoices.
Please Note: To use a separate export type (Invoices/Payroll), you must Enable Separate Payroll Export.
Step 5: Click the Complete Export: You will be brought to define export file columns.
Step 6: To add columns to your export file, click the checkbox next to the field name. As you check each box, the column name will appear in the box on the right. To change the order of the columns as they will appear in the export file by clicking Move Up or Move Down.
Step 7; Once you are done, click Save.
Step 8: Select Options you want to apply to the data export.
- Current Invoices: This will include invoices that are pending export.
- Previously exported invoices: This will select a batch of invoices that were previously exported at a certain time.
Step 9: Depending on your company preference, you may be able to create an export file containing only those invoices associated with a particular business unit, and its below business units. Click the BU Selection drop-down menu and select the business unit from the list.
Step 10: Select Include options to select transactions that you wish to include in the export.
- Detail: One Line Item Per Row: This is used if you want the invoice export file to contain a separate row for every invoice line item
- Summary: One Row Per GL Per Invoice: This is used if you want to aggregate invoices by GL. This will contain a separate row for every GL referenced in an invoice, rather than a row for every invoice or line item.
- With Void Invoices: This will only export invoices that have been voided
- Without Void Invoices: This will only export invoices that have not been voided.
- Positive and Negative Invoices: This will all invoices regardless of the amount.
- Positive Invoices: The export file will include invoices that have an invoice total greater than or equal to $0.
- Negative Invoices: The export file will include invoices that have an invoice total less than $0.
Step 11: Choose the File Format for the export file. If you want the export file's first row to contain column names that identify the field values, then check the Include column names in first row.
You may select from four different file format:
- Tab-separated (.txt): The values in the export file are separated by tabs, and the file has a .txt extension.
- Comma-separated (.csv): The values in the export file are separated by commas, and the file has a .csv extension. Applications such as Microsoft Excel typically prefer a .csv file format type.
- XML: The values in the export file are offered in the standard XML data exchange format, including the data hierarchy, elements, and attributes. The export file has a .xml extension.
- Tab-delimited-Old format: The values in the export file are separated by commas, and text values are enclosed in double quotation marks. The export file has a .txt extension.
Step 12: Once this is done, there are 2 options to choose from when exporting.
- Export: This will generate an export file based on your setting and will mark the invoices as exported.
- Preview: This will give you a preview of your export file below.