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 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:

    • User

  • Filter report by selected property. Two of the following properties can be selected:

    • Branch

    • Payment method

    • Type of expense

    • Reimbursable

  • 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.

  • Tax reports

    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.

  • Payroll reports

    When per diems are paid out with the salary a separate report can be created for the payroll system.

  • Payment file

    SEPA Credit Transfer Initiation files with version pain.001.001.03 (only EUR to EUR payments, IBAN validation included)

Output format

  • 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

Delivery methods

  • 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.

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