Financial reviewers are responsible for exporting approved and reviewed expenses, travel expenses, and card transactions to the third-party system. Only documents that have the status Ready for export can be exported. The output format depends on the specific configuration of the company.

Financial reviewers can choose to export:

• expenses: receipt or no receipt expenses, mileage, and per diem expenses
• trip expenses: expenses grouped into a trip, which may or may not include mileage, per diem, and other types of expense.
• card transactions: transactions that have been matched with a corresponding expense report.
• travel expenses: invoices received for travel bookings in Perk or from a third-party integration.

The behavior of the Finance > Review > Export page is determined by a combination of settings:

Expense export settings

The Expense export integration in Integrations lets you determine the target system that receives the data from Perk. Depending on the target system, the configuration and allowed options varies. 

In this page, you can set up the target system for:

• Expenses
• Payroll (see Export expenses paid via payroll)
• Card transactions
• Travel expenses

You can only have one target system per document type. 

Caution: If you try to set up multiple export facilities (i.e. a third-party integration for an ERP and the Spend API export), you may encounter the error Validation: Multiple export facilities applicable when you try to export an expense.

Expense export

By default, all reimbursable expenses (privately paid, per diems, mileage, trips) are exported via the integration specified as the ERP system. However, you can choose to export per diem and mileage allowance separately.

Expense data such as expense total amount, tax amounts, expense date, and posting date are used to generate the accounting journal entry. For more information, see Expense export data.

Select the desired target system. For example, you may want to export expense journal entries to a Spend export file that financial reviewers can download from the export log  or access it via the Spend API. For more information on the settings for each target system, see the documentation for setting up that system.

Export expenses paid via payroll

If you want to set up Yokoy to split the export of reimbursable expenses and allowances, you need to have selected the Export per diem and mileage allowances separately to payroll checkbox in the Spend settings > Data export & ERP configuration.

When it is selected, you can set up separate systems for Payroll and Finance accounting (Expenses). In other words, you can configure:

• privately paid expenses via the expenses integration (i.e. financial accounting system)

• per diem and mileage claims are exported via the payroll integration

If you have already set up the Expense export settings, the configuration is kept. You just need to add the configuration for the payroll system.

Card transaction export

Card transactions can be exported to a third party system, regardless of whether you use Perk Cards or another third-party card provider.

Card transaction data such as transaction amount and transaction date are used to generate the accounting journal entry.

In the Spend settings > Enable corporate cards, you specify the default creditor number (ERP) required for exporting card transactions. It can be manually overridden by changing it for the specific card in Settings > Card settings > Company cards.

Select the desired target system. For example, you may want to export card transactions to a Spend export file that financial reviewers can download from the export log or access it via the Spend API. For more information on the settings for each target system, see the documentation for setting up that system.

Travel expense export

You can choose to export all travel expenses resulting from booked trips separately. The transfer account used to post these expenses is determined in Settings > Expense settings > Travel bookings.

Select the desired target system. For example, you may want to export travel expenses to a Spend export file that financial reviewers can download from the export log or access it via the Spend API. For more information on the settings for each target system, see the documentation for setting up that system.