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At times, export jobs may fail or remain in pending status (i.e. connectivity or timeouts in the target finance system, incomplete documents or that contain errors) even though the document data has been correctly imported into the third-party system.
Finance users can stop an export from endlessly spinning in Yokoy or cancel and restart the export job if enabled for your company.
You can cancel expense, travel expense, transaction, and invoice export jobs that are actively in progress or mark them as exported.
Managing pending export jobs
Once enabled, the Export table (Finance > Exports) contains two additional buttons in each export job row.
🚧 Caution
Finance users may see these buttons in the export table even though the feature is not enabled in the company settings. The buttons don’t have any effect if clicked.
Depending on your desired outcome, you can choose to:
Mark the document as exported
This lets you mark the document as exported, regardless of whether you have started an export job or not. You should only use this button when you have checked that the expense or invoice has been correctly imported into your finance system.
When an export job is marked as exported, Yokoy updates the document to the Exported status. If an export job is in progress, it changes the status from In progress (spinning) to Completed. In the case of expenses, where there are transactions linked to the expense document, the transaction status is also updated to Exported.
You can mark as exported any expenses that are being exported or that have yet to be exported (i.e. where you haven’t started the export process). For invoices, only invoices that have been included in an export job can be marked as exported. Invoices that have yet to be exported can’t be marked as exported.
To mark a document as exported, select the document and then click Mark as exported.
To confirm, you can enter a comment before clicking Mark as exported. This comment is included in the expense or invoice’s history.
✏️ Note
If you incorrectly mark a document as exported, but find it hasn’t reached the target system, you can revert the document in Yokoy and re-export. However, make sure that the data is not pending transmission, to avoid duplicate information.
Cancel the export job
This lets you stop any export jobs in progress, preventing the expense or invoice from being exported and reverting all documents included in the export job. It does not solve any issues resulting from export jobs in which the exported expenses or invoices have not been received in the external system.
By canceling an export, Yokoy changes the status of all documents included in the export job back to Ready for export. These documents are now taken for export if you try to export them again.
You should only use this option if the expense or invoice has not yet been transfered to your finance system and is not in process of being imported into the external system.
🚧 Caution
Canceling the export does not stop the export queue. It is recommend you check your finance system as the task may have already been queued for import. Canceling a pending export job and re-starting it may result in double postings.
It is recommended you wait at least 1 hour before performing this task. You can only cancel export jobs that are in progress. To cancel an export job, select an export job and click Cancel export.
To confirm the cancelation, you need to enter a comment before clicking Cancel export.
These comments are not visible in the expense or invoice history. However, you can request a log of these comments if required by contacting Support.
💡 Tip
When you cancel an export job, the export job status in the export log (Finance > Export log) is changed to Completed even though the documents were not exported.