This article discusses the following:
What is a Custom Expense export?
The custom export provides an output report file in a format that your accounting or ERP system expects. Instead of the standard accounting file or general XML file, this type of export is completed customized to your needs.
This module can only be activated when you have purchased Custom Export. Please check with your account executive or success manager for more information.
What can be included in this file?
This type of report can only be used for booking expenses in the ERP or accounting tool.
Custom export files are especially helpful for clients that would like to build a quick integration between Rydoo and their accounting tool. Less effort and resources are needed to allocate to integrations.
For large global organizations, we often see multiple local accounting tools or payroll provides. A custom export can help solve the integration gap for those branches when resources are scarce.
Type of reports
List of expenses with select columns. Each row equals 1 expense and returns the columns selected.
Group expenses by a given property. The following property can be selected:
Filter report by selected property. Two of the following properties can be selected:
Type of expense
General accounting file
A file containing credit and debit transactions that can be booked in the accounting tool. Typically this is a grouping of expenses per user (vendor) together with a list of all the expenses of that user with the cost center and GL account.
For clients who want to perform VAT reclaim through their own accounting tool a separate report of all the expenses with the relevant TAX rates.
When per diems are paid out with the salary a separate report can be created for the payroll system.
SEPA Credit Transfer Initiation files with version pain.001.001.03 (only EUR to EUR payments, IBAN validation included)
Choose which currency the expenses need to be displayed in
All properties that are included in the XML files can be returned in the report
Name of headers can be chosen
Fixed string values can be added
Both Excel and CSV file formats are possible
This description does not include any complex operations like special rules-based string values, or running scripts; there are of course limits to our ability to customise the export. However, we do our best to accommodate special requests so please ask in advance to find out if it is possible.
The file can be delivered in the following ways:
Pushed on an SFTP server
Send via a link in an email
The file can be delivered by a chosen frequency:
Weekly: Every Friday or Monday (Report will include approved/controlled/reported expenses of the last 7 days)
Monthly: On the first day of the month. (Report will include approved/controlled/reported expenses of last month)
*This report CAN NOT be used to create custom reports of old expenses, expenses that are still in the workflow, etc. This type of report can only be used for booking expenses in the ERP or accounting tool.
Setup Custom Expense Export on an account
Step 1.: Fill out the Survey File
How to correctly fill out the file?
There should be only one file filled out/ account (company).
You will find 8 sheets (template) in one file. In case you purchased more than one template for your account please fill out the Survey accordingly.
NOTE: Normally customers who have more than one ERP system with different requirements would purchase multiple templates.
Please fill out all the information that is marked with *.
Selecting the name of the field will display a short explanation.
The table at the bottom will define how your export file will look like.
Desired end result:
Survey table (Please indicate where the value is stored in Rydoo):
Calculations: please explain how the value is calculated. Our Solution Engineering team will come back to you to confirm whether it is possible.
** In case you have any questions contact your dedicated Customer Success Manager.
If you don’t have a dedicated CSM, please contact [email protected].**
Step 2.: Select account setup
Option 1: Automatic reporting
When we enable custom export it is possible to automate this in the account. Meaning every expense that went through the approval flow will be set automatically to “Reported” status. The expenses that are in reported status will be provided in the next scheduled Custom Export file.
Option 2: Manual reporting
We also have the possibility to disable this automatic flow, in this case, the Finance team will need to set expenses to “Reported” status in order for them to be included in the next scheduled export.
Step 3.: Requesting Custom Export setup
Once you filled out all the mandatory fields in the Survey and selected a Reporting option please contact your Customer Success Manager or send an email to [email protected].
Our Solution Engineering team will start working on the export file and will complete the first version within 5 business days.
In case you wish to set up the export on a Sandbox environment, please indicate this information.
Step 4.: Testing
When the template is ready to be tested, some test expenses will need to be created, hence we always suggest using the environment your company uses for testing (Production or Sandbox).
Step 5.: Change management
If there are changes to be done to the template, please contact your dedicated CSM or reach out to [email protected].
Step 6.: Going live
Once ready, please consult with our team to set the template as live, if needed migrate the template from Sandbox to Production.