The Perk standard expense export 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. However, you can change this as required.

To configure Perk to export all expense data in the spend export file format, either manually when financial reviewers press Export or automatically via an automatic export job: 

1. Go to Settings > Integrations.
2. Search for Expense export and press Configure. 
3. In ERP system, choose Spend export file.
4. Click Update ERP. 

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), Perk may generate one or more rows per expense:

Row type	Description
Debit line	One per line item in the expense
Tax line	One per line item’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.

File name Export format Delimiter Amount separator Date format

Description text format Tax booking strategy Header language Enable custom field order

While these settings are pre-determined, Perk also includes a fallback option to ensure that the file can be correctly generated.

File name

This setting determines the name of the export file. If the field is not populated, the default option for file name is activated. Don’t use dashes (-), dots (.), commas (,), colons (:), and semi-colons (;). If you don’t set a specific format, Perk uses perkSpendExport.

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 format yyyy-mm-dd.
• {{timestamp}}: File name contains the timestamp.
• free text: File name contains text (no special characters).

Note: By default, Perk 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

This setting determines the output format. Selected format is part of file name extension. For example: perkSpendExport.csv. It can be either CSV or XLS.

Delimiter

This setting determines the file delimiter character for CSV and XLS files. It can be:

• . (full stop/period)
• , (comma)
• ; (semi-colon)
• | (pipe)
• ' (apostrophe)
• " (straight quotation mark)

Amount separator

This setting determines the decimal separator used. For example, it can be a point (.) as in 100.00, or a comma (,) as in 100,00.

Date format

This setting determines the format of dates in the file. The fallback option is 'YYYY-MM-DD', however you can set these formats:

DD.MM.YYYY D.M.YYYY D/M/YYYY DMYYYY DD-MM-YYYY YYYY-MM-DD YYYY_MM_DD DD/MM/YYYY MM/YYYY DD_MM_YYYY DDMMYY YYMMDD MMYY DDMMMYYYY MMDDYYYY

DD-MM YYYY YYYY-01-01 DD.MM.YYYY:HH:MM YYYY-MM-DDTHH:mm:ss YYYYMMDDTHHMMSS YYYY_MM_DD_HH_MM YYYYMMDD_HHMMSS YYYYMMDDHHMMSS DDMMYYYY_HHMMSS DD.MM.YYYY hh:mm MMM YYYY DDMM MM YY MM YYY

MMYYYY YYYYMMDD YYYYMM MM/YYYY YY/MM/D YYYY/MM YYYY_MM DD/M/YYYY M THH:MM:SS

Description text format

This setting determines the format of the description column. It uses Card Number Merchant, if the payment method is company card. Otherwise, it uses merchant. The options are:

• First Name Last Name Description
• Merchant
• Card Number Merchant

Tax booking strategy

This setting determines how you want to post tax. Three options are possible:

• Tax lines for each debit line based on debit lines. For every debit line with Tax, it generates a new tax line
• Consolidated tax amounts based on tax: generates tax lines that exist on expense.
• Exclude tax lines: doesn’t generate tax lines

Header language

This setting determines the language in which column names are displayed. English (US) is chosen by default; however, you can set these languages:

• German
• German (CH)
• English (US)
• English (GB)
• Spanish
• French
• Italian
• Dutch
• Chinese (ZH)

If you don’t select a language, Perk uses English (US).

Note: If you change the default order or add additional data fields, the header language set is ignored as the label in the data fields takes preference.

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.

• 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

This setting lets you convert expense IDs to include a plus symbol instead of an underline.

Exclude header

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

This setting determines the behavior for company card transactions charged to employee if the person selects the transaction and adds a category designated for private expenses. You can either charge to the account specified in the category setup or charge to the person’s account specified in the ERP field. If not specified, it is charged to the category 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
• company card data
• line data
• custom field 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

You can determine whether the data column is present for each row or whether it only applies to specific rows:

Position	Description
showOnEveryLine	Shown on all row types (credit, debit, tax)
showOnDebit	Only shown on debit rows (this includes debit, tax and consolidated tax lines)
showOnCredit	Only shown on credit rows

If no position is specified, the information is added to every line.

Default field order

1. Expense ID
2. Posting date
3. Expense date
4. GL account
5. Description
6. Transaction type
7. Amount
8. Debit amount
9. Credit amount
10. Base tax amount net
11. Currency
12. Cost object code
13. Tax code
14. Last name 
15. First name
16. Custom field data

Expense ID

Unique ID automatically created by Perk per expense, which is an alphanumeric value with 9-12 characters.

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.

Expense date

Date of the expense. The format YYYY-MM-DD is used by default if no option chosen form Select date format dropdown.

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)

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.

Transaction type

Indicates the type of transaction. In case of credit Notes, CREDIT and DEBIT are switched.

Amount

Depends on the type of line:

• Credit: Total amount of the expense.
• ​Debit: Gross amount of every debit line.

Debit amount

In case of Consolidated tax amounts, Credit and Debit Lines, the Debit amount and Credit amount switch for credit notes.

Credit amount

Credit amount of the expense.

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

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)

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.

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.

Last Name

Last name of the user.

First Name

First name of the user.