🌐 Web app only | 👤 Finance role
In Finance > Export, you can find multiple spend types:
Expenses: all reviewed privately paid expenses, including per diems, and individual mileage expenses.
Trips: all reviewed expenses included as part of a trip, including mileage expenses and per diems.
Card transactions: all reviewed expenses paid using a company card that have been matched with a corresponding expense report.
Travel expenses: all reviewed expenses generated through services from an integrated travel provider.
Invoices: all approved and reviewed invoices.
If you click on an individual expense, you display the details of the expense report. If you click on a transaction, you view both the card transaction and the expense report it was matched to. You can either send the expense back for review or click Export.
If you click on a trip, you can see all expenses, per diems and mileage included as part of that trip, as well as the trip information (including custom fields, if applicable), and the trip itinerary. You can choose to download a PDF of the trip or its attachments, send the entire trip and its expenses back to review, or export individual trip expenses or all trip expenses.
The Trips tab contains all expenses linked with a specific trip that have Ready to export or Exported status. Expenses that have been rejected are ignored. Trip expenses also appear separately in the Expenses tab. When you export a trip, the associated expenses also disappear from the Expenses tab, as all expenses are exported individually following the company's export settings for expenses, regardless of whether they are part of a trip or not.
🚧 Caution
To see the Trips tab, your Yokoy admin must have enabled it in Admin > Company, Data export and ERP configuration by selecting the Enable trip level export button. By default, this tab is hidden.
✏️ Note
Submitted trips that do not contain any expenses are automatically exported.
If you click on an invoice, you can see the invoice document and the invoice overview, as well as other important details such line items, invoice history, approvers and more.
💡 Tip
You can choose to export reports for a specific submitter by selecting the user in the Employee dropdown field.
The format in which expenses and invoices from Yokoy are exported depends on your company settings. If your company has integrated Yokoy with your finance & accounting system directly (via API), the export triggers an automated booking in your system.
If your company has set up a specific exchange file in the company settings, then the export generates the respective export file. You can also choose to automate the process.
💡 Tip
You can check whether the export was successful in the Finance > Export log tab.
Manually exporting individual reports
There are two options to export individual reports:
Open the report by clicking on it, scroll to the bottom of the report, and click Export.
Click the blue export icon to the right of the report in the table.
Manually exporting multiple reports
If you want to export multiple reports, select the checkbox next to the report or click the Select all checkbox. Click the Export button above the table to export all reports at once.
Exporting from Yokoy
Once you've selected the reports you want to export, you need to enter the earliest posting date. This date is used to determine the posting date for the document in your accounting system.
By default, the current date is suggested, however, you can choose a past posting date. If you choose a date in the future, an error message appears. After confirming the date, your export is generated.
Posting dates for expenses
The order of priority for determine the posting date used when exporting invoices is as follows:
Posting date
Expense date
The date on which expense transactions are recorded in the accounting system is determined as follows:
If the posting date falls before the earliest posting date, then the earliest posting date is used (and the expense date is updated to the posting date).
If the posting date falls after the earliest posting date, the posting date is used (and there is no change to the posting date).
If there is no posting date and the expense date falls before the earliest posting date, then the earliest posting date is used.
If there is no posting date and the expense date falls after the earliest posting date, then the expense date is used.
Posting dates for invoices
The order of priority for determine the posting date used when exporting invoices is as follows:
Posting date (optional)
Invoice issue date (mandatory)
The date on which invoice transactions are recorded in the accounting system is determined as follows:
If posting dates are enabled and the invoice has a posting date that falls after the earliest posting date, the invoice posting date is taken and there is no change to the posting date on export.
If posting dates are enabled and the invoice has a posting date that falls before the earliest posting date, the earliest posting date is taken. The posting date is updated when the invoice is successfully posted.
If there is no posting date and the invoice issue date falls before the earliest posting date, the earliest posting date is taken.
If there is no posting date and the invoice issue date falls after the earliest posting date, the issue date is taken.
Automatically exporting reports
As an alternative to manually selecting and exporting reports, you can automate the process to trigger automatically, sending the information directly to your company's finance system or generating the export file.