🌐 Web | 👤 Finance, Audit, Yokoy Admin
You can view all the data sent from Yokoy in the Finance > Export log tab (or Audit > Export log, depending on your role). It contains a report of all export jobs. Each export job has its own ID and may contain exported expense, trips, card transaction, or invoice reports, as appropriate. The list provides a description of the status of the export job, the date and time at which the export was made, the person who performed the export job, and the number of documents included.
If your company uses a file-based export to transfer data, you can download the generated files to see the reasons for failure. For example, you can see which of the expenses were successfully exported. If your company uses an API-based integration, then you need to consult your financial system to determine whether the reports were successfully exported.
💡 Tip
You can change the columns displayed in the table by clicking on the three vertically aligned dots located on the right-hand side.
Column | Description |
Spend icon | For each export record, you see an icon on the left-hand side of the table, indicating whether the exported data includes expenses, card transactions, or invoices. |
ID | Unique record ID of the export job. |
Date | Export time and date. |
Exporter | Name of the user who performed the export job. |
#Exported | Number of expenses, card transactions or invoices that were included as part of the export job, if multiple were included. |
Status | Status of the export job. It can be Completed or In progress. |
Generated files | Depending on your company's configuration, you can access download files (e.g. an expense summary or booking file) of your exported spend. |
Revert export | Exclusively for Yokoy support use. |
🚧 Warning
As a finance user, you cannot revert a full export job from the Export log. You can only revert single expenses from Finance > Search if enabled in your company settings.
If you need to revert an export job as there are errors in the documents or the information has not been received in your target system, contact Yokoy Support.
How do I know if my reports have been exported successfully?
You use the Status and #Exported columns to determine whether the export was successful. The export status can be either In progress or Completed. An export job may have expenses, invoices or transactions with Ready to export or Exported status depending on whether the documents were exported successfully. The # Exported indicates the number of documents that have been included as part of the export job.
For example, you exported 4 single expenses from Finance > Export. When you check the export log to see the progress, you see # Exported as 3 of 4 with an overall export job status of Completed. This means that the export job has finished, but only 3 expenses of 4 have been exported to the finance system. Yokoy was unable to export the remaining expense due to errors.
To view the reasons, you go to Finance > Export and see that the 3 expenses that have been exported now have the status Exported, and the individual expense that was not exported has the status Ready to export and includes warnings.
✏️ Note
If your company exports expenses and invoices directly to your finance or ERP system via API, the status of the export job may appear as In progress although the expenses and invoices have been registered correctly in the system.
Yokoy only marks these jobs as Completed when the target finance system confirms receipt of the job.
🚧 Warning
At times, expenses, transactions, and invoices may become blocked during the export process due to transmission issues. In other words, the export job appears as In progress in the Export log, the # Exported is incomplete, and the individual documents have a spinning icon in Finance > Export. If this happens, reach out to Yokoy Support for assistance.