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The Spend export file is an standardized export of booking data generated from approved expenses. The expense data included in the export file depends on your company‘s setup and can be configured according to your specific requirements. For example, the file can include, among other data:
Expense data
Category data
Cost object data
User data
Tag data
Company card data
Transaction data
You can customize the output of the Spend export file using various configuration options – including the file name and format, data and amount formatting, tax rate handling, and field order. By default, the Spend export file contains standard Spend data in a pre-defined order.
Generate spend export file
To configure Yokoy to export all expense data in the spend export file format (either manually when the Finance user exports or automatically), go to Admin > Integrations under Expense export tab, choose Spend export file.
You can set up a specific configuration in the General settings section, if required.
Configure the spend export file
The Spend export file configuration is set up to include the most commonly used settings and a default field order for standard Spend data fields. However, you can customize the behavior of the Spend export file using various configuration options – including the file name and format, data and amount formatting, tax rate handling, and field order.
Fields in the export file
Depending on the posting logic configured (general booking logic, tax booking logic), Yokoy may generate one or more lines per expense:
Row type | Description |
Debit line | One per line in the expense |
Tax line | One per line’s tax item, if enabled |
Consolidated tax line | One per tax item, if Tax booking logic is Consolidated tax amounts. |
Credit line | One per journal entry (unless excluded) |
General settings
The General settings section displays the most commonly used options when setting up the Spend export file, such as file name, export format, delimiters, and descriptions.
While these settings are pre-determined, Yokoy also includes a fallback option to ensure that the file can be correctly generated.
File name
Optional. Determines the name of the export file. If the field is not populated, the default option (yokoyStandardExport_payments) for file name is activated. Do not use dashes (-), dots (.), commas (,), colons (:), and semi-colons (;).
You can use these placeholders to determine the filename of the exported file:
{{legalEntityName}}: File name contains name of the legal entity (company).{{legalEntityId}}: File name contains the ID of the legal entity.{{exportId}}: File name contains the export ID.{{YYYYMMDD_HHMMSS}}: File name contains date in this format. It must be exactly this string.{{date}}: File name contains date in the formatyyyy-mm-dd.{{timestamp}}: File name contains the timestamp.free text: File name contains text (no special characters).
✏️ Note
By default, Yokoy always adds the timestamp to the beginning of the file name.
If you want to add the timestamp in another position in the file name, you need to select the overwrite option in the SFTP export setup. This is only applicable if SFTP is being used.
Here you have an example of all placeholders included in the name of the file:
And this is the resulting file name:
Export format
Required. Determines the output format. It can be either XLS or CSV. Selected format is part of file name extension. For example, “yokoyStandardExport_payments.csv”.
Delimiter
Required. File delimiter character for CSV and XLS files. You can use these characters as delimiters:
.(full stop/period),(comma);(semi-colon)|(pipe)'(apostrophe)"(straight quotation mark)
Amount separator
Required. Determines the decimal separator used. You can use either point . as in 100.00, or comma , as in 100,00.
Date format
Optional. Determines the format of dates in the file.
Options | Fallback |
'DD.MM.YYYY', | 'YYYY-MM-DD' |
Description text format
Optional. Format of the description column. You can choose from these options:
First Name Last Name Description
Merchant
Card Number Merchant
If not set, Yokoy uses Merchant.
Tax booking strategy
Required. Determines how you want to post tax. Three options are possible:
Tax lines for each debit line. For every debit line with Tax, it generates a new tax line
Consolidated tax amounts: generates tax lines that exist on expense.
Exclude tax lines: doesn’t generate tax lines
Header language
Optional. Determines the language in which column names are displayed. You can select one of these options:
German
German (CH)
English (US)
English (GB)
Spanish
French
Italian
Dutch
Chinese (ZH)
If you don’t select a language, Yokoy uses English (US).
Advanced settings
Advanced settings provide additional configuration options for integrations with more specific or complex requirements. These settings allow for greater customization beyond the standard configuration.
The settings are grouped into three sections:
Transformations: Determine whether any transformation is applied to the data exported from Yokoy.
General booking strategy: Determines how expense data should be posted.
Tax booking logic section: Determines how tax should be posted.
Expense ID
Optional. Converts expense IDs to include + symbol. You can choose to replace underline with plus.
Exclude header
Optional. By default, the export file contains header (name of columns included). However, you can choose not to export the header by selecting this checkbox.
GL account
Optional. Determines the behavior for company card transactions charged to employee if the user selects the transaction and adds a private category (checkbox Charge to employee (only Company card)). Expenses can be charged to the category account or the user account.
Exclude credit line booking
Optional. By default, the export file contains credit and debit lines. However, you can choose to not to export credit lines by selecting this checkbox.
Tax code for 0%
Optional. If you want automatic allocation of the expenses with no tax to a specific tax code. You can enter the specific tax code in this field.
Export tax amount as base tax amount on top line item
Optional. Tax amount to be shown in Base Tax Amount Net column instead leaving it empty.
Exclude tax code
Optional. By default, the export file includes all relevant tax codes. However, you can choose to not to export tax codes by selecting this checkbox.
Export tax rate as zero instead of empty
Optional. By default, zero tax amounts are exported as empty. If checkbox is activated, exports as 0 instead of leaving empty.
Use country-specific 0 VAT rate
Optional. If the checkbox is not activated, the default option is Tax code for 0%.
Data fields
The Spend export file uses a default field order. However, you can adjust the order of fields as required.
If you click Edit, you can change the order in which fields appear, determine the line position, or remove fields.
You can add additional data to the spend export file by clicking Add data field.
The dropdown list displays all additional fields that you can add to the export file, grouped by concept:
default data (in other words, most commonly required fields)
expense data
cost object data
user data
category data
tax item data
transaction data
trip data
company data
corporate card data
line data
For more information on the data fields you can incorporate in the Spend export file, see Data fields for the spend export file for expenses.
Once you have selected the field, you can choose to export that data with specific label, determine the field order in the file, and determine the line position.
Line position
Every expense is split into one or several debit lines (depending on cost objects, taxes and categories), tax lines (if this is set up in the configuration part), and one credit line.
You can determine whether the data column is present for each line or whether it only applies to specific lines:
Position | Description |
Show on every line | Shown on all line types (credit, debit, tax) |
Show on debit | Only shown on debit lines (this includes debit, tax and consolidated tax lines) |
Show on credit | Only shown on credit lines |
If no position is specified, the information is added to every line.
Default data fields for the spend export file
By default, the spend export file for expenses includes these fields:
Expense ID
Unique ID automatically created by Yokoy per expense, which is an alphanumeric value with 9-12 characters.
Credit line | Debit line | VAT lines for each debit line option | Consolidated tax amounts |
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Posting date
Date when the expense is exported. When expense is created, the posting date is set to the expense date. In the step before exporting, you can set the earliest possible posting date. By default, the format YYYY-MM-DD is used if no option is chosen in the Select date format dropdown list.
Credit line | Debit line | VAT lines for each debit line option | Consolidated tax amounts |
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Expense date
Date of the expense. The format YYYY-MM-DD is used by default if no option chosen form Select date format dropdown.
Credit line | Debit line | VAT lines for each debit line option | Consolidated tax amounts |
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GL account
Depends on the type of line:
Credit line: For card transaction, card account (Account (ERP)* from the card). For privately paid expenses, personal account from the user (employee account (ERP).
Debit line: category account (Account (ERP)* from Category).
Tax lines: account from tax (Account (ERP)* from tax rate)
Credit line | Debit line | VAT lines for each debit line option | Consolidated tax amounts |
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Description
Three options are allowed:
First Name Last Name (from the user) Merchant (description on the expense)
Merchant (description on the expense)
Card Number Merchant (if payment method is Company Credit Card), otherwise merchant).
By default, when no option is selected description is Merchant.
Credit line | Debit line | VAT lines for each debit line option | Consolidated tax amounts |
Transaction type
Indicates the type of transaction. In case of credit Notes, CREDIT and DEBIT are switched.
Credit line | Debit line | VAT lines for each debit line option | Consolidated tax amounts |
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Amount
Depends on the type of line:
Credit: Total amount of the expense.
Debit: Gross amount of every debit line.
Credit line | Debit line | VAT lines for each debit line option | Consolidated tax amounts |
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| empty | empty |
Debit amount
In case of Consolidated Tax Amounts, Credit and Debit Lines, the Debit amount and Credit amount switch for credit notes.
Credit line | Debit line | VAT lines for each debit line option | Consolidated tax amounts |
empty |
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Credit amount
Credit amount of the expense.
Credit line | Debit line | VAT lines for each debit line option | Consolidated tax amounts |
| empty | empty | empty |
Base tax amount net
In case of Debit Lines, the value shown if Export tax amount as Base Tax Amount on top line item configuration is activated is taxItem.amount or 0
Credit line | Debit line | VAT lines for each debit line option | Consolidated tax amounts |
empty | empty |
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Currency
Depends on the type of expense:
Privately paid expenses:
Conversion to company currency (all expenses are converted to the company currency)
Conversion to employee currency (all expenses are converted to the employee currency; if no currency is set for the employee, the company currency is used as a fallback)
Original currency original expense currency)
Company credit card expenses:
Conversion to credit card currency (the expenses are converted to the credit card currency)
Transaction currency (the expenses are kept in the transaction currency)
Credit line | Debit line | VAT lines for each debit line option | Consolidated tax amounts |
Currency depending on posting currency strategy | Currency depending on posting currency strategy | Currency depending on posting currency strategy | Currency depending on posting currency strategy |
Cost object code
A cost object is a hierarchical construct to which costs that occur within a company, can be assigned to. A cost object can determine the approval flow of a user’s expenses if this is set up for your company. Code (ERP)* is the value that is provided here.
Credit line | Debit line | VAT lines for each debit line option | Consolidated tax amounts |
empty |
| empty | empty |
Tax code
VAT or Value Added Tax is a tax on goods and services paid by companies and consumers. The tax percentage depends on the country and the actual goods and services acquired or purchased, hence you can have goods/services that are exempt of VAT, or are subject to a lower, mid or higher tax rate.
In case of VAT lines for each debit lines or debit line, if there is no tax on line item, then it contains the tax code for 0% like default.
Credit line | Debit line | VAT lines for each debit line option | Consolidated tax amounts |
empty |
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Last Name
Last name of the user.
Credit line | Debit line | VAT lines for each debit line option | Consolidated tax amounts |
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First Name
First name of the user.
Credit line | Debit line | VAT lines for each debit line option | Consolidated tax amounts |
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