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 technical custom fields.
Expense data
This includes the original expense object that is exported. You can include any of the properties Perk uses to enhance the export file with detailed expense data here:
| Attribute | Description |
|---|---|
| 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. |
| Auto-calculated by trip | Per diem and mileage only: flag to identify if the expense has been created automatically |
| Category ID | Category ID of the expense |
| Country | Country of the expense |
| Credit note | Flag to identify if the expense is a credit note |
| Creation timestamp | Creation timestamp of the expense |
| Card statement ID | Company card only: Statement ID of the associated card transaction |
| Card transaction ID | Company card only: Transaction ID of the associated card transaction |
| Expense date | Date of the expense |
| Expense created | Creation date of the expense |
| Expense currency | Currency of the expense |
| Expense end date | End date of the expense |
| Expense end time zone | Per diem only: timezone linked to the end time of the stopover |
| Expense start date | Start date of the expense |
| Expense type | Type of the expense such as receipt, no receipt, mileage, per diem |
| Reimbursement type | Reimbursement type: reimbursement or company paid |
| Conversion rate | Foreign exchange conversion rate |
| Foreign exchange date | Foreign exchange date of the applied exchange rate |
| Expense ID | ID of the expense |
| Open | Flag to identify if the expense is open |
| Last modified | Last modified date of the expense |
| Company ID | ID of the company where the expense was created |
| Merchant | Description of the expense |
| Number of participants | Number of participants assigned to the expense |
| Account ID | ID of the account where the expense was created |
| Payment method | Payment method of expense such as privately paid, company card, travel provider |
| Per diem partial amount | Per diem only: Partial amount of the per diem rate associated with the expense |
| Per diem rate ID | Per diem only: Per diem rate ID associated with the expense |
| Posting date | Date of the posting for export |
| Expense status | Status of the expense such as draft, in approval, in review, ready for export, exported, rejected |
| Submitted with comment | All comments from the submitter divided by a separator |
| Time of border crossing | Per diem only: time of border crossing on this day |
| Time zone | Timezone of the timestamp on the expense |
| Total amount | Expense total amount using the selected amount separator from configurations |
| Total claim | Expense total claim using the selected amount separator from configurations |
| Tim of trip stop | Trip date/time on the expense |
| Trip ID | Trip ID of the expense |
| Trip name | Trip name of the expense |
| First name | First name of the submitter on the expense |
| User ID | User ID of the submitter on the expense |
| Last name | Last name of the submitter on 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 Perk uses to extend the file with category data:
| Attribute | Description |
|---|---|
| Category account (ERP) | Account associated with the category |
| 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 |
| Category icon | Symbol used to represent the category |
| Category ID | ID of the category |
| Category name | Name of the category |
| Category status | Status of category |
| Disable for expense types | Indicate whether the category should be disabled for receipt or no‑receipt expenses. |
| Display for credit card payments only | Flag to indicate that the category should only be displayed for company card payments |
| Generate warning | Flag to generate warnings when submitters create an expense in the category that doesn’t match the category settings |
| 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 |
| Not visible to employees | Flag to determine whether the category is visible to all employees or only to specific users |
| Require comment | Flag to determine whether a comment is required when expenses are booked against the 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. You 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 Perk uses to extend the file with cost object data:
| Attribute | Description |
|---|---|
| Cost object approval limit | Limit in the company currency that the cost object can allow |
| Cost object approver email | Email address of the person who approves any expenses submitted to the cost object |
| Cost object approver ID | ID of the person who is responsible for cost object approvals |
| Cost object auto-approval limit | Threshold under which expenses are automatically approved. If not set, null. |
| Cost object code (ERP) | Code of the cost object |
| Cost object delegate email | Email address of the person 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 person who has been delegated as a cost object approver |
| Cost object delegate name | Name of the person 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 cost object functionality. Determines the hierarchy level |
| Cost object name | Name of the cost object |
| Cost object status | Internal field for functionality. Status of the cost object, 1 (active) / 2 (inactive) / 0 (draft) |
| 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 |
User data
The user object contains the relevant information for the employee as application user (such as expense submitters or approvers), potential creditor for expense reimbursement, and originator of costs.
Here, you can insert all properties Perk uses to extend the file with user data:
| Attribute | Description |
|---|---|
| Account holder | Account holder name of the user’s bank account |
| Account ID | ID of the Perk account the person belongs to |
| Account name | Name of the Perk account |
| BIC | BIC of the user’s bank account |
| City | City registered for user’s bank account |
| Company ID | ID of the company to which the user belongs |
| Employee ID | Employee account (ERP) |
| 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 |
| Expense delegate (submit) ID | ID of the expense delegate who can submit expenses on the user’s behalf |
| Expense delegate (submit) name | Name of the person who can submit expenses on the user’s behalf |
| Home location | User’s stored home address |
| IBAN | IBAN of the user’s bank account |
| Last modified | Last update date |
| Line manager delegate ID | If the user has delegated line manager approval to another person, the ID of that person |
| Line manager ID | ID of the user’s line manager |
| Line manager name | Name of the user’s line manager |
| Office address | User’s stored office address |
| Policy ID | ID of the employee policy |
| Spend approval escalation limit (for line manager) | Threshold amount up to which the user can approve expenses and invoices |
| Street name | Street registered for user’s bank account |
| Street number | Street number registered for user’s bank account |
| User country | User’s country |
| User created | Date when the user was first created |
| User currency | User currency |
| User email | Email address of the user submitting the expense |
| User first name | First name of the user submitting the expense |
| User ID | Unique ID to identify the user in Perk |
| User is a line manager | Flag to indicate whether the user is a manager |
| User language | User language |
| User last name | Last name of the user submitting the expense |
| User status | Status of the user. 1 (active) / 2 (inactive) / 0 (draft) |
| ZIP code | ZIP code registered for user’s bank account |
Company card data
Company cards represent any card that is recognized and integrated within Perk, whether it's a Perk Card or an external card. Here, you can insert all properties Perk uses to extend the file with company card data:
| Attribute | Description |
|---|---|
| Card account | Creditor number (ERP) |
| Card account ID | Reference to the bank account |
| Card currency | Company card currency |
| Card description | Company card description |
| Card ID | Company card ID |
| Card name | Card name |
| Card number | Company card number |
| Card product code | Internal field for Perk functionality |
| Card provider | Card program of the company card |
| Card status | Internal field for Perk functionality. 1 (active) / 2 (inactive) / 0 (draft) |
| Cardholder email | Email address of the cardholder |
| Cardholder first name | Company card cardholder first name |
| Cardholder ID | Company card cardholder ID |
| Cardholder last name | Company card cardholder last name |
| Lodge card | Internal field for Perk functionality. Indicates whether the card is a lodge card |
| Privately billed card | Whether the card is billed to the user. Either true or false |
Card transaction data
Card transactions may result from Perk Cards, external cards, or manually imported transactions. Here, you can insert all properties Perk uses to extend the file with transaction data:
| Attribute | Description |
|---|---|
| Card currency | Currency of the company card |
| Card ID | ID of the company card used |
| Card name | Company card name |
| Card statement ID | ID of the card statement the transaction is associated to |
| Closed | Flag to identify if the transaction is closed |
| Company ID | Company ID the transaction is created in |
| Country code | Country code of the transaction |
| Credit note | Flag to identify if the transaction is a credit note |
| Errors | Flag to identify if the transaction has errors |
| Expense ID | ID of the expense the transaction is matched with |
| Expense status | Status of the expense the transaction is matched with |
| Last modified | Last modified date of the transaction |
| Merchant | Description of the transaction |
| Merchant category code | MCC or SIC code associated with the transaction |
| Original amount | Source amount of the transaction |
| Original currency | Source currency of the transaction |
| Pending | Flag to identify if the expense status of the matched expense is pending |
| Reference number | Reference number of the transaction |
| Transaction amount | Credited amount of the company card transaction |
| Transaction booking date | Date of booking |
| Transaction created | Creation date of the transaction |
| Transaction currency | Currency of the transaction |
| Transaction date | Date of transaction |
| Transaction ID | ID of the transaction |
| Transaction statement name | Company card statement name |
| Transaction status | Status of the transaction |
| Transaction summary ID | Export ID of the transaction |
| Upload date | Time of upload of the transaction |
Company (legal entity) data
Here, you can extend the file with some attributes of company data:
| Attribute | Description |
|---|---|
| Company code (ERP) | Company ID (ERP) |
| Company ID | ID of the company |
| Company name | Name of the company |
Trip data
A trip represents a container of expenses in Perk. Here you can extend the file with trip data attributes:
| Attribute | Description |
|---|---|
| Account ID | Perk account ID the trip is created in |
| Auto-calculate per diem | Flag indicating if the trip allows auto aggregation of per diems |
| Comment | Comment on the trip |
| Company ID | ID of the company where the trip was created |
| Last modified | Last modified date of the trip |
| Total claim | Total claim of the trip |
| Total tax | Total VAT or tax of the trip |
| Trip cost object ID | Default cost object ID of the trip |
| Trip cost object name | Default cost object name of the trip |
| Trip created | Creation date of the trip |
| Trip currency | Currency of the trip |
| Trip end time | End date of the trip |
| Trip ID | ID of the trip |
| Trip name | Name of the trip |
| Trip start time | Start date of the trip |
| Trip status | Status 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 ID the trip is linked with |
Debit amounts data
Here, you can extend the file with debit line amounts:
| Attribute | Description |
|---|---|
| Gross amount | Gross amount per debit line |
| Gross amount in original expense currency | Gross amount of the debit line in the original expense currency |
| Net amount | Net amount per debit line before taxes are applied |
| Net amount in 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 item amounts:
| Attribute | Description |
|---|---|
| Base amount | Net base amount |
| Tax amount | Tax amount applied to the debit line |
| Tax category | Tax category |
| Tax code | Tax code |
| Tax rate | Tax rate |
| Tax rate account (ERP) | Account (ERP) |
| Tax rate country | Country |
| Tax rate description | Description |
| Tax rate name | Name |
| Tax rate priority | Priority, where a higher number indicates higher priority |
| Tax rate status | Status of the tax rate, either active or inactive |
| Valid from | Valid from date |
| Valid until | Valid until date |
| Version | Version |
Expense and invoice custom fields
If you have set up custom fields to collect additional information in expenses and invoices that help map additional information to that spend and use it at multiple levels, such as analytics or for accounting purposes, you can export that information in the Spend export file.
Each column header corresponds to the custom field code, and the value contains the associated value. These values 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 Perk uses to extend the file with custom field data:
Attribute |
Description |
|---|---|
Tag code |
Code of the custom field response. Each response belongs to a custom field. |
Tag dimension ID |
Custom field ID of the response. |
Tag ID |
ID of the response. |
Tag name |
Name of the response. |
Tag status |
Status of the response. |
Other custom data
At times, you may want to include information that is not part of the standard Spend data or part of custom fields added to expenses or invoices.
For example, you may want to add an additionalId into the export. This information can be added as technical custom field on a cost object. In other words, Perk 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 Perk to set up a technical custom field for you. Once added, you can select your technical custom field as a data field.