REQUISITIONS AND APPROVAL > Utility > Data interfaces > Expense reimbursements > Export
This is used to export approved Expense Reimbursement Requisitions to your Accounting, ERP or Payroll system to issue payment to your employees.
This utility needs to be enabled using the setting "Use separate interface for expense reimbursements" in A/P Interface Settings. Alternatively, if you do NOT select to "Use separate interface for expense reimbursements", expense reimbursement transactions will be exported along with approved invoices using the Approved Invoice Export, rather than using this (separate) interface.
This utility supports both "direct integration" with popular Accounting/Financial/ERP systems, as well as "file-based" exports. You can select your integration preference in A/P Interface Settings. For more details, see Direct vs. File-Based Integration.
Alternatively, if you prefer to key expense reimbursement transactions manually into your other system, the interface is also available in report format (i.e. to produce a hard copy report, rather than transferring the data electronically). Again, you can select your preference in A/P Interface Settings.
In all cases, the export will only include new expense transactions (i.e. transactions that have not yet been transferred), so you do not have to worry about duplicate transactions as you would if you were simply exporting transactions by date range. As Expense Requisitions are entered and approved into SpendMap, they are stored in a separate holding file where they remain until the interface takes place. At that point, the transactions that were successfully exported will be “marked as sent” to ensure that they are not sent again.
Related settings and utilities
Noteworthy Questions & Options
•Depending on how you have configured the interface, each time you run this utility, SpendMap will either 1) push new expense transactions directly into the target system, or 2) create an interface file, to be imported into the other system as a separate step, or 3) print a hard copy report listing new expense transactions, or 4) a combination of these (e.g. create a file and report). Therefore, the prompts that are displayed will differ accordingly.
| If you print the report, items in bold represent canceled transactions. |
| If you create an interface file, it will be called EXP-TRAN.TXT/CSV and can be viewed using Saved Reports and Files. Once the transactions are successfully imported into the other system, this file must be deleted or renamed in order for SpendMap to send the next batch of expenses. That is, the removal of this file signals to SpendMap that the last batch was transferred successfully and the other system is ready for the next batch of (new) transactions. Each time you create a new interface file, SpendMap will make backup copies in the /BACKUP folder on the server in case you need them for future reference. |
•If you are using an interface file or report (as opposed to the "direct integration"), you will be asked if the previous transfer was successful. If you select [YES], transactions from the previous transfer will be “marked as sent” to ensure that they are not sent again. If you select [NO], transactions from the previous transfer will be sent again (in addition to any new transactions there were processed since the last transfer). This gives you an opportunity resend old transactions in the event that the last transfer file was lost, damaged, etc.
