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The Yokoy Standard invoice export is an standardized export that you can configure for your company’s specific requirements. The data included in the export file depends on your company’s setup and can be configured according to your specific requirements using data attributes.

The file can include these additional data attributes:

Invoice data
Legal entity data
Supplier data
Category data
Cost object data
Tag data
Line item data
Reporting invoice data

The file output can be configured to modify the standard export behavior to determine file name, format, date and amount format, as well as tax handling and other transformations.

Yokoy invoice export file specification

Every invoice has debit lines and credit line that are exported in a single file. By default, the export file includes these standard columns:

Depending on the export configuration, it also may contain additional data attributes appended after these standard columns.

Account column

Contains the supplier external ID or category account.

Credit line	Debit line
`supplier.externalId`	`category.account`

Account type column

Contains a description of the type of account.

Credit line	Debit line
`vendor`	`gl`

Credit column

Total gross amount depending on the reporting strategy set in the export configuration:

Convert to company currency
Original currency

Credit line	Debit line
`invoice.totalAmount`	empty

Debit column

Debit gross amount depending of reporting strategy set in the export configuration:

Convert to company currency
Original currency

Credit line	Debit line
empty	`lineItem.amountGross`

Tax code column

Tax code applicable in the line item.

Credit line	Debit line
empty	`taxRate.code`

Cost object column

Cost object code associated with the line item.

Credit line	Debit line
empty	`costCenter.code`

Description column

Supplier name and description taken from line item.

Credit line	Debit line
`supplier.name`	`lineItem.description`

Yokoy ID column

Yokoy unique ID of the invoice.

Credit line	Debit line
`invoice.id`	`invoice.id`

IBAN column

IBAN number

Credit line	Debit line
`invoice.paymentInformation.iban`	`invoice.paymentInformation.iban`

Reference number column

Reference number included in the QR code.

Credit line	Debit line
`invoice.qrInfo.referenceNumber`	`invoice.qrInfo.referenceNumber`

Payment term code column

If payment term exists, takes the Code value from the payment term. Otherwise, it is left empty.

Credit line	Debit line
`paymentTerm.externalId`	`paymentTerm.externalId`

Country column

Country of the invoice.

Credit line	Debit line
`invoice.country`	`invoice.country`

Date column

Date of the invoice.

Credit line	Debit line
`invoice.date`	`invoice.date`

Due date column

Due date of the invoice.

Credit line	Debit line
`invoice.dueDate`	`invoice.dueDate`

Payment date column

Payment date of the invoice, if enabled.

Credit line	Debit line
`invoice.paymentDate`	`invoice.paymentDate`

Service date column

Service date of the invoice.

Credit line	Debit line
`invoice.serviceDate`	`invoice.serviceDate`

Invoice column

Invoice number

Credit line	Debit line
`invoice.invoiceNumber`	`invoice.invoiceNumber`

Currency column

Currency depending of the reporting strategy selected in the export configuration:

Company currency
Original currency

Credit line	Debit line
`invoice.currency`	`invoice.currency`

Comment column

Comment on the invoice.

Credit line	Debit line
`invoice.comment`	`invoice.comment`

Is tax only column

Includes the category for tax only line items.

Credit line	Debit line
`category.isTaxOnly`	`category.isTaxOnly`

Tag dimension code 1 column

If the line item from the invoice contains tag1, includes the tag.

Credit line	Debit line
	`tag1.code`

Tag dimension code 2 column

If the line item from the invoice contains tag2, includes the tag.

Credit line	Debit line
	`tag2.code`

Configuring the Yokoy invoice export file

To use the standard expense export, in Admin > Integrations under Invoice export tab. Click Start wizard to configure the export output. The wizard guides you through the process, setting up these tabs:

Filter: name and type of export (i.e. invoices)
System: type of export facility. In this case, it is the Yokoy standard export file.
Configuration: settings for determining how the file is generated.
Export via SFTP: if your company plans to transfer the file via SFTP, this tab contains the configuration.
Automation: allows you to set up an automatic export job.
Authorization: not applicable to file-based export.

The configuration allows you to determine how invoice data is exported in the export file, configuring options such as the column delimiter, file name, and how tax lines are handled.

Aggregate line items

Aggregation of line items by the same category, cost object and tax rate.

Mandatory	Options	Default option
no	true false	false

Reporting currency

The chosen reporting strategy dictates currency and amount conversion in the export file.

Mandatory	Options	Default option
yes	Convert to company currency Original currency	none

Delimiter

File delimiter character. You can set this as either comma or semi-colon.

Mandatory	Options	Default option
no	`.` (full stop/period) `,` (comma) `;` (semi-colon) `\|` (pipe) `'` (apostrophe) `"` (straight quotation mark)	`;`

Standard invoice export file name

If the field is not populated, the default option for filename is activated. Do not use dashes (-), dots (.), commas (,), colons (:) or semi-colons (;)

Mandatory	Options	Default option
no	`{{legalEntityName}}` `{{exportId}}` `{{YYYYMMDD_HHMM`SS}} `{{date}}` `{{timestamp}}` free text	“`SupplierInvoices-1-of-1`”

You can use these placeholders to determine the filename of the exported file:

Placeholders	Meaning
`{{legalEntityName}}`	Filename contains name of legal entity
`{{exportId}}`	Filename contains export ID
`{{YYYYMMDD_HHMMSS}}`	Filename contains date in this format
`{{date}}`	Filename contains date in format `YYYY-MM-DD`
`{{timestamp}}`	Filename contains timestamp
free text	Filename contains text (no special characters)

For example, if you set the value of the export file name field as:

Export_{{{date}}}_{{legalEntityName}}_{{timestamp}}_{{exportId}}_{{YYYMMDD_HHMMSS}}

Yokoy exports the file as Export_2023-05-056_CompanyA_2023-05-05T09_25_12_536Z_yl4bl2TTkCMoTEAfrciq_20230505_092512.xls

Additional export properties

Include additional properties in the export file. See Additional export properties.

Mandatory	Options	Default option
no		none

Export price per item

Calculates price per item for each line item excluding VAT (if the quantity is not specified at line item level, the column is left empty) and adds new column pricePerItem in the export file.

Mandatory	Options	Default option
no		none

VAT/tax line for each debit line

For each debit line with tax information included, it creates a new VAT line with tax information provided (amount, account, description, and country).

Mandatory	Options	Default option
no	true false	Excludes VAT lines

Export tax-only column

Determines whether an extra column with tax-only information should be exported. Tax only line items are based on the settings in the categories. Examples are import fees or custom duties.

Mandatory	Options	Default option
no	true false	Tax-only column not included

Additional export properties

Determine the additional properties to be included as additional columns in the export.

You specify the additional properties as a valid JSON syntax to extend standard export file with invoice, tag, category and cost object data.

You determine the values to show using these data models:

Invoice data
Legal entity data
Supplier data
Category data
Cost object data
Tag data
Line item data
Reporting invoice data

Additional columns for credit lines can have invoice, legal entity, supplier and tag data. Debit lines support all data.

You can determine the position of the values by including:

debit = ‘showOnDebit'
credit = 'showOnCredit'
every line = 'showOnEveryLine'

Hence, the JSON syntax should be structured as follows:

{
   "ColumnName1":{
      "value1":"value of this column",
      "position1":"showOnDebit/showOnCredit/showOnEveryLine"
   },
   "ColumnName2":{
      "value2":"value of this column",
      "position2":"showOnDebit/showOnCredit/showOnEveryLine"
   }
}

Example:

{
   "supplierZipCode":{
      "value":"supplier.zipCode",
      "position":"showOnEveryLine"
   },
   "costCenterId":{
      "value":"costCenter.id",
      "position":"showOnDebit"
   },
   "categoryCustom":{
      "value":"category.customInformation.categoryCustomValue",
      "position":"showOnDebit"
   },
   "legalEntityCode":{
      "value":"legalEntity.code",
      "position":"showOnEveryLine"
   },
   "projectTagCode":[
      {
         "value":"tagMap.Innenauftrag.code",
         "position":"showOnDebit"
      },
      {
         "value":"formation.kotraeger",
         "position":"showOnDebit"
      }
   ],
   "Quantity":{
      "value":"lineItem.quantity",
      "position":"showOnDebit"
   },
   "netItemTotalExVAT":{
      "value":"lineItem.reportingNet",
      "position":"showOnDebit"
   },
   "netInvoiceTotalExVAT":{
      "value":"reportingInvoice.reportingNetAmount",
      "position":"showOnCredit"
   }
}

Invoice data

Properties you can use for extending file with invoice data. Most of these attributes are already provided in the standard export columns.

Attribute	Description
`supplierInvoice.id`	Yokoy ID of the invoice
`supplierInvoice.dueDate`	Due date of the invoice
`supplierInvoice.date`	Invoice date
`supplierInvoice.paymentDate`	Payment date of the invoice
`supplierInvoice.invoiceNumber`	Invoice number
`supplierInvoice.comment`	Comment
`supplierInvoice.country`	Country
`supplierInvoice.supplierExternalId`	Supplier external ID
`supplierInvoice.supplierName`	Supplier name
`supplierInvoice.paymentInformation.bankAccount`	Supplier bank account
`supplierInvoice.paymentInformation.swiftCode`	Supplier Swift code
`supplierInvoice.paymentInformation.bankCountry`	Supplier bank country
`supplierInvoice.paymentInformation.bankKey`	Supplier bank key
`supplierInvoice.paymentInformation.bankNumber`	Supplier bank number
`supplierInvoice.customInformation.<NameofCustomField>`	Custom information configured specifically for your organization (`<NameofCustomField>` should be replaced by the field name)
`supplierInvoice.serviceStartDate`	Invoice service start date
`supplierInvoice.serviceEndDate`	Invoice service end date

Legal entity data

Properties you can use to extend the export file with legal entity data.

Attribute	Description
`legalEntity.name`	legal entity name
`legalEntity.code`	legal entity code
`legalEntity.country`	legal entity country
`legalEntity.language`	legal entity language
`legalEntity.customInformation.<NameofCustomField>`	Custom information configured specifically for your organization (`<NameofCustomField>` should be replaced by the field name)

Supplier data

Properties you can use to extend the export file with supplier data.

Attribute	Description
`supplier.externalId`	Supplier ERP ID
`supplier.name`	Supplier name
`supplier.city`	Supplier city
`supplier.countryCode`	Supplier country code
`supplier.street`	Supplier street
`supplier.taxNumber`	Supplier tax number
`supplier.zipCode`	Supplier zip code
`supplier.customInformation.<NameofCustomField>`	Custom information configured specifically for your organization (`<NameofCustomField>` should be replaced by the field name)

Category data

Properties you can use to extend the export file with category data.

Attribute	Description
`category.id`	ID of the category
`category.name`	Name of the category
`category.account`	Account associated with the category
`category.description`	Description of the category
`category.customInformation.<NameofCustomField>`	Custom information configured specifically for your organization (`<NameofCustomField>` should be replaced by the field name)
`category.isTaxOnly`	Whether this category is used for tax only line items.

Cost object data

Properties you can use to extend the export file with cost object data.

Attribute	Description
`costCenter.id`	ID of the cost object
`costCenter.code`	Code of the cost object
`costCenter.name`	Name of the cost object
`costCenter.description`	Description of the cost object
`costCenter.customInformation.<NameofCustomField>`	Custom information configured specifically for your organization (`<NameofCustomField>` should be replaced by the field name)

Tag data model

Properties you can use to extend the export file with tag data.

Attribute	Description
`tagMap.<dimensionCode>.name`	Name of the tag `<dimensionCode>` should be replaced with the specific dimension code.
`tagMap.<dimensionCode>.code`	Code of the tag `<dimensionCode>` should be replaced with the specific dimension code.
`tagMap.<dimensionCode>.dimension`	Dimension ID `<dimensionCode>` should be replaced with the specific dimension code.
`tagMap.<dimensionCode>.customInformation.<NameofCustomField>`	Custom information configured specifically for your organization (`<NameofCustomField>` should be replaced by the field name)

Line item data model

Properties you can use to extend the export file with line item data.

Attribute	Description
`lineItem.quantity`	Quantity from the line item
`lineItem.reportingNet`	Net amount per line item, excl. VAT
`lineItem.reportingGross`	Gross amount per line item, incl. VAT
`lineItem.description`	Description of the invoice line item

Reporting invoice data model

Properties you can use to extend the export file with reporting invoice data.

Attribute	Description
`reportingInvoice.reportingNetAmount`	Total amount excl. VAT, in currency selected from the configuration setup
`reportingInvoice.postingDate`	Posting date for the invoice

Yokoy standard export file for invoices

Yokoy invoice export file specification

Account column

Account type column

Credit column

Debit column

Tax code column

Cost object column

Description column

Yokoy ID column

IBAN column

Reference number column

Payment term code column

Country column

Date column

Due date column

Payment date column

Service date column

Invoice column

Currency column

Comment column

Is tax only column

Tag dimension code 1 column

Tag dimension code 2 column

Configuring the Yokoy invoice export file

Aggregate line items

Reporting currency

Delimiter

Standard invoice export file name

Additional export properties

Export price per item

VAT/tax line for each debit line

Export tax-only column

Additional export properties

Invoice data

Legal entity data

Supplier data

Category data

Cost object data

Tag data model

Line item data model

Reporting invoice data model