With the Spend export file for expenses, you can choose which data you want to export. You determine the order in which data appears in the file, and whether it appears for all lines.
Spend data
You can include standard data and custom information in the Spend export file. For standard data, you can include attributes from these data models:
You can also export additional custom information that has been added via custom fields.
Expense data
This includes the original expense object that is exported. You can include any of the properties Yokoy uses to enhance the export file with detailed expense data here:
Attribute | Description |
Expense ID | Yokoy ID of the expense |
Total claim | Expense total claim (with applied selected amount separator from configurations). Example: Total claim → 200.00/200,00 ( point / comma amount separator used) |
Expense type | Type of the expense (receipt, no receipt, mileage, per diem) |
Submitted with comment | All comment from submitter divided by separator |
Card transaction ID | Company card only: transaction ID of the associated card transaction |
Expense currency | Currency of the expense |
Payment method | Payment method of expense (privately paid, company card, travel provider) |
Trip name | Trip ID of the expense |
Expense date | Date of the expense |
Category ID | Category Identifier of the expense |
Organization/account ID | Identifier of the organization (account) the expense is created in |
Expense end time zone | Per Diem only: Timezone linked to the end time of the stopover |
Credit note | Flag to identify if the expense is a credit note |
Last name | Last name of the submitter on the expense |
Expense end date | End date of the expense |
Auto-calculated by trip | Per Diem & mileage only: flag to identify if expense has been created automatically |
Trip ID | Trip ID of the expense |
Per diem rate ID | Per Diem only: per diem rate ID associated to the expense |
Card statement ID | Company card only: statement ID of the associated card transaction |
Last modified | Last modified date of the expense |
Additional charges | Additional charges refer to extra costs that can be added to an expense export. These charges can include tips, card fees, or other similar expenses. |
Merchant | Description of the expense |
Expense created | Creation date of the expense |
Time of border crossing | Per Diem only: time of border crossing on this day |
Posting date | Date of the posting (export) |
Per diem partial amount | Per Diem only: Partial amount of the per diem rate associated to the expense |
Creation date | Creation timestamp of the expense |
Legal entity ID | Identifier of the legal entity the expense is created in |
First name | First name of the submitter on the expense |
Foreign exchange date | Foreign exchange date of the applied exchange rate |
Expense status | Status of the expense (draft, in approval, in review, ready for export, exported, rejected) |
Number of participants | Number of participants assigned to the expense |
User ID | User identifier of the submitter on the expense |
Total amount | Expense total amount (with applied selected amount separator from configurations). |
Expense start date | Start date of the expense |
Time of trip stop | Trip date/time on the expense |
Open | Flag to identify if the expense is open |
Expense time zone | Timezone of the timestamps on the expense |
Country | Country of the expense |
Category data
Categories (also called expense categories) classify the different types of spend types users can have. Different categories allows our customers to:
Categorize properly
Book properly in Financial systems with different GL per category
Map AI detection to a client specific category
Associate VAT input tax
Here, you can insert all properties Yokoy uses to extend the file with category data:
Attribute | Description |
Category account (ERP) | Account associated with the category |
Display for credit card payments only | Flag to indicate that the category should only be displayed for company card payments. |
Category date settings | Determines the date settings for the category. It can be either single (single day), require a day date range (day range) or require a night date range (night range). |
Category description | Description of the category |
Disable category for expense types | Indicate whether the category should be disabled for receipt or no‑receipt expenses. |
No cost objects allowed | Flag to determine whether no cost objects are allowed. |
No input tax | Flag to determine whether VAT input tax is calculated or not for the category. |
Generate warning | Flag to generate warnings when submitters create an expense in the category that does not match the category settings. |
Not visible to employees | Flag to determine whether the category is visible to all employees or only to Finance users. |
Category icon | Symbol used to represent the category in Yokoy. |
Category ID | ID of the category |
Category name | Name of the category |
Require comment | Flag to determine whether a comment is required when expenses are booked against the category |
Category status | Status of category |
Cost object data
A cost object is a hierarchical construct to which costs that occur within a company can be assigned. For example, cost centers, teams or projects. Users may need to split the costs against multiple teams/projects, choosing different cost centers, or value other cost objects all together.
Here, you can insert all properties Yokoy uses to extend the file with cost object data:
Attribute | Description |
Cost object approval limit | Limit in the organization currency that the cost object can allow. |
Cost object approver email | Email address of the Yokoy user responsible for approvals for the cost object. |
Cost object approver ID | ID of the Yokoy user who is responsible for approvals for the cost object. |
Cost object auto-approval limit | If not set, null. |
Cost object code (ERP) | Code of the cost object |
Cost object delegate email | Email address of the Yokoy user who has been delegated as a cost object approver. |
Cost object delegate expiry | Date on which the delegate’s authorization to approve the cost object expires. |
Cost object delegate ID | ID of the Yokoy user who has been delegated as a cost object approver. |
Cost object delegate name | Name of the Yokoy user who has been delegated as a cost object approver. |
Cost object description | Description of the cost object. |
Cost object ID | ID of the cost object |
Cost object level | Internal field for Yokoy functionality. Hierarchy level. |
Cost object name | Name of the cost object |
Parent cost object code | If the cost object belongs to a parent cost object, the ERP code of the parent cost object. If not set, null. |
Parent cost object ID | If the cost object belongs to a parent cost object, the ID of the parent cost object. If not set, null. |
Parent cost object name | If the cost object belongs to a parent cost object, the name of the parent cost object. If not set, null. |
Cost object status | Internal field for Yokoy functionality. Status of the cost object, 1 (active) / 2 (inactive) / 0 (draft). |
User data
The user object contains the relevant information for the employee as application user (such as expense submitters/reviewers), potential creditor for expense reimbursement, and originator of costs.
Here, you can insert all properties Yokoy uses to extend the file with user data:
Attribute | Description |
Account holder name | Account holder name of the user's bank account |
BIC | BIC of the user's bank account |
City | City registered for user's bank account |
Country | User's stored country |
User created | Date when the user was first created |
User currency | User currency |
Custom information — name of custom field | Custom information configured specifically for the client, where the field name varies |
User email | Email of the user filing the expense |
Employee ID | Employee account (ERP) |
User first name | First name of the user filing the expense |
User is a line manager | Flag to indicate whether the user is a manager |
Home location | The user's stored home location (Google Place ID) |
IBAN | IBAN of the user's bank account |
ID | Unique ID to identify the user in Yokoy |
User language | User language |
Last modified | Last update date |
User last name | Last name of the user filing the expense |
Legal entity ID | ID of the legal entity to which the user belongs |
Expense auto-approval limit (for line manager) | Threshold amount for the user over which the user must get approval. All amounts below that threshold are automatically approved. |
Line manager delegate ID | If the user has delegated cost object approval to another user, the Yokoy ID of that user |
Line manager ID | Yokoy ID of the user's line manager |
Line manager name | Name of the user's line manager |
Spend approval escalation limit (for line manager) | Threshold amount up to which the user can approve expenses and invoices |
Office location | The user's stored office location (Google Place ID) |
Organization/account ID | ID of the organization the user belongs to |
Organization name | Name of the organization |
Policy ID | ID of the employee policy |
Status | 1 (active) / 2 (inactive) / 0 (draft) |
Street | Street registered for user's bank account |
Street number | Street number registered for user's bank account |
Submission delegate ID | Yokoy ID of the assistant who can submit expenses on the user's behalf |
Submission delegate name | Name of the delegated user who can submit expenses on the user's behalf |
ZIP code | ZIP code registered for user's bank account |
Tag data
A tag is an optional additional data field that can be added to each category, for users/approvers/finance review, that help map additional information to that spend and use it at multiple levels, such as analytics or for accounting purposes.
Tag forms an additional dimension to classify expenses. Several tag dimensions can be defined for a customer. An expenditure can be associated with at most one tag per dimension.
Each column header corresponds to the tag’s dimension code, and the value contains the associated tag code. These tags are dynamically included based on the contents of tagMap.
Credit line | Debit line | VAT lines for each debit line option | Consolidated Tax Amounts |
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Here, you can insert all properties Yokoy uses to extend the file with tag data:
Attribute | Description |
Tag code | Code of the tag. Each tag belongs to a tag dimension. |
Tag dimension ID | Dimension identifier of the tag the value belongs to. |
Tag ID | Identifier of the tag within its dimension. |
Tag name | Name of the tag. |
Tag status | Status of the tag. |
Company card data
Here, you can insert all properties Yokoy uses to extend the file with company card data:
Attribute | Description |
Account (ERP) | Creditor number (ERP) |
Bank account ID | Reference to the bank account |
Card ID | Credit card ID |
Currency | Credit card currency |
Description | Credit card description |
ID | Yokoy ID of the credit card |
Is lodge card | Internal field for Yokoy functionality |
Is privately billed card | Whether the card is billed to the user. Either true or false |
Name | Card name |
Number | Company card number |
Owner email | Email address of the cardholder |
Owner first name | Credit card owner first name |
Owner ID | Credit card owner ID |
Owner last name | Credit card owner last name |
Product code | Internal field for Yokoy functionality |
Provider | Card program of the company card |
Status | Internal field for Yokoy functionality. 1 (active) / 2 (inactive) / 0 (draft) |
Transaction data
Here, you can insert all properties Yokoy uses to extend the file with transaction data:
Attribute | Description |
Amount | Credited amount of the company card expense |
Booking date | Date of booking |
Country code | Country code of the transaction |
Created | Creation date of the transaction |
Company card currency | Currency of the company card |
Company card ID | Identifier of the company card used |
Company card name | Company card name |
Company card statement ID | Identifier of the card statement the transaction is associated to |
Currency | Currency of the transaction |
Expense ID | Identifier of the expense the transaction is matched with |
Expense status | Status of the expense the transaction is matched with |
Expense status confirmation pending | Flag to identify if the expense status of the matched expense is pending |
Has errors | Flag to identify if the transaction has errors |
ID | ID of the transaction |
Is closed | Flag to identify if the transaction is closed |
Is credit note | Flag to identify if the transaction is a credit note |
Last modified | Last modified date of the transaction |
Legal entity ID | Legal entity identifier the transaction is created in |
MCC or SIC code | MCC or SIC code associated with the transaction |
Merchant | Description of the transaction |
Reference number | Reference number of the transaction |
Source amount | Source amount of the transaction |
Source currency | Source currency of the transaction |
Statement name | Company card statement name |
Status | Status of the transaction |
Summary ID | Export ID of the transaction |
Transaction date | Date of transaction |
Uploaded at | Time of upload of the transaction |
Company data
Here, you can extend the file with some attributes of company data:
Attribute | Description |
Code | Company ID (ERP) |
ID | ID of the legal entity |
Name | Name of the legal entity |
Trip data
Here you can extend the file with trip data attributes:
Attribute | Description |
Auto aggregate per diem | Flag indicating if the trip allows auto aggregation of per diems |
Comment | Comment on the trip |
Created | Creation date of the trip |
Currency | Currency of the trip |
Default cost center ID | Default cost object identifier of the trip |
Default cost center name | Default cost object name of the trip |
End datetime | End date of the trip |
ID | ID of the trip |
Last modified | Last modified date of the trip |
Legal entity ID | Identifier of the legal entity the trip is created in |
Name | Name of the trip |
Organization ID | Organization or account ID the trip is created in |
Start datetime | Start date of the trip |
Status | Status of the trip |
Total claim | Total claim of the trip |
Total VAT | Total VAT or tax of the trip |
User first name | First name of the trip's submitter |
User ID | User ID of the trip's submitter |
User last name | Last name of the trip's submitter |
Workflow ID | Workflow Designer only: workflow identifier the trip is linked with |
Debit amounts data
Here, you can extend the file with debit line amounts:
Attribute | Description |
Amount gross | Gross amount per debit line |
Amount gross — original expense currency | Gross amount of the debit line in the original expense currency |
Amount net | Net amount per debit line before taxes are applied |
Amount net — original expense currency | Net amount of the debit line in the original expense currency |
Tax amounts data
Here, you can extend the file with tax amounts:
Attribute | Description |
Tax code | Tax code |
Tax amount | Tax amount applied to the debit line |
Base amount net | Net base amount |
Tax rate | Tax rate |
Account (ERP) | Account (ERP) |
Country | Country |
Description | Description |
Name | Name |
Priority | Priority, where a higher number indicates higher priority |
Status | Status |
Tax category | Tax category |
Valid until | Valid until date |
Valid from | Valid from date |
Version | Version |
Custom data
At times, you may want to include information that is not part of the standard Spend data. However, you can use custom fields as a workaround to achieve the desired outcome.
For example, you may want to add an additionalId into the export. Then this information can be added as custom field on a cost object. In other words, Yokoy sets up a custom field for additionalId in all relevant legal entities on the cost object. Then you include this custom field as part of the cost object data.
You need to ask Yokoy to set up a custom field for you in the relevant form. Once added, you can select your custom field as a data field.
