At times, export jobs may fail or stay in pending status (i.e. connectivity or timeouts in the target finance system, or incomplete documents or that contain errors) even though the document data has been correctly imported into the finance system.
Financial reviewers can stop an export from endlessly spinning in Perk or cancel and restart the export job. You can cancel expense, travel expense, transaction, and invoice export jobs that are actively in progress or mark them as exported.
Enable export job cancelation
In Yokoy, to enable Finance users to cancel an export job:
- Go to Admin > Company settings, Compliance section.
- Select Allow Finance role to cancel exports in progress.
- Click Save.
In Perk, to enable financial reviewers to cancel an export job:
- Go to Settings > Account > Company, View spend settings.
- In the Compliance section, select Allow Finance role to cancel exports in progress.
- Click Save.
Managing pending export jobs
Once enabled, the Export table (Finance > Exports) contains two additional buttons in each export job row.
Caution: Admin and technical users see these buttons in the Export table regardless of whether the feature is enabled or not in the company settings.
You can choose to:
Mark the document as exported
This lets you mark the document (expense or invoice) as exported. You should only use this button when you have checked that the document has been correctly imported into your finance system.
When an export job is marked as exported, Yokoy updates the document to the Exported status and changes the export job status In progress (spinning) to Completed.
In the case of expenses, where there are transactions linked to the expense document, the transaction status is also updated.
Impact on trips: This action affects single expenses included in an export job, marking the expenses as exported and update the statistics on the export summary. While you can choose to export at trip level, the actual export action is performed on the individual expenses included within the trip, rather than the trip as a whole. The status of a trip is determined by the lowest state of the expenses. Therefore, if you mark any pending expenses as exported, the entire trip is considered as exported.
You can mark as exported any expense or invoice that is being exported or that has yet to be exported (i.e. where you haven’t started the export process).
To mark a document as exported, select the document and then click Mark as exported.
To confirm, you can enter a comment before clicking Mark as exported. This comment is included in the expense’s history.
Cancel the export job
This lets you stop any export jobs in progress, preventing the expense or invoices from being exported and reverting the status of all documents included in the export job in Yokoy. It does not solve any issues resulting from export jobs in which the exported expenses or invoices have not been received in the external system.
By canceling an export, Yokoy changes the status of all documents included in the export job back to Ready for export. These documents are now taken for export if you try to export them again.
You should only use this option if the expense or invoice has not yet been transferred to your finance system and is not in process of being imported into the external system.
Check your finance system and task queue: Canceling the export does not stop the export queue. It is recommend you check your finance system as the task may have already been queued for import. Canceling a pending export job and re-starting it may result in double postings. It is recommended you wait at least 1 hour before performing this task.
You can only cancel export jobs that are currently in processing. If the export job has been completed, the button is grayed out.
To cancel an export job, select an export job and click Cancel export.
To confirm the cancelation, you need to enter a comment before clicking Cancel export.
These comments are not visible in the expense or invoice history. However, you can request a log of these comments if required by contacting Support.
Tip: When you cancel an export job, the export job status in the export log (Finance > Review > Export log) is changed to Completed even though the documents were not exported.