Create Custom Export Format

What Is an Export Format in Expense?

An export format controls how data is exported from Expense to your accounting, payroll, or ERP system.

With a custom export format, you can:

📊 Control which fields are exported
⚙️ Adapt exported data to your target system
🔄 Ensure accurate accounting and payroll processing

Glossary (Export Format Fields)

The glossary below explains each available field.

Booked amount incl. VAT – Posted amount including VAT
Booked amount excl. VAT – Posted amount excluding VAT
Company code – Value set in Expense admin
Export date with line number – Shows export date and line number (e.g. 1, 2, 3)
Export date – Date the export takes place
Export file number – Sequential export number (1, 2, 3, etc.)
Export period – Period based on fiscal year
Company name – Name of the company
Hardcoded value – Fixed value (e.g. "General Ledger")
Place of purchase – Where the purchase was made
Comment – User's comment
Account description – Name/label of the account
Account number – Account from the chart of accounts
Pay type (purchase) – Pay type linked to the purchase amount
Pay type (settings) – Pay type linked to the account (detailed)
Pay type amount – Payout amount
Sequence number – Unique identifier in Expense
Mileage – travel date – Date of the trip
Mileage – number of km – Number of kilometers
Mileage – tax-free – Tax-free portion of the reimbursement
Mileage – taxable – Taxable portion of the reimbursement
VAT – VAT in local currency
VAT code – Code for VAT settings
Organization/registration number – Company's registration number
Location/city – Place of purchase
Line number – Row in the export (1, 2, 3, etc.)
Accounting name – Invoice number or name of the trip
Trip type – Domestic, EU, or international
Created date – Date the entry was created
Employee number – User's employee number
Belongs to – last name – User's last name
Belongs to – first name – User's first name
Employee code – User's employee code
Transaction date – Date of purchase
Currency – Currency of the transaction
Exchange rate – Rate at time of purchase
Voucher date – Date of posting/export
Internal accounts – E.g. cost center or project

When Should You Use This Glossary?

This glossary is particularly useful when you:

Create Custom Export Formats

⚙️ Build custom export configurations
📊 Control exported fields

Integrate with Accounting or Payroll Systems

🔗 Configure integrations with external systems
✅ Match Expense fields with target system fields

Review Export Structures

📄 Understand the content of exported files
✅ Validate mappings before deployment

💡 Best Practice Tips

Use Only Relevant Fields

📊 Include only the fields required by your target system.
✅ Avoid unnecessary complexity.

Match Fields Carefully

⚙️ Verify that Expense fields match the receiving system's requirements.
✅ Review field mappings before implementation.

Test Before Going Live

🔄 Generate test exports.
✅ Validate formatting and imported results before production use.

👉 Proper testing reduces implementation issues and saves time.

Frequently Asked Questions (FAQ)

What is an export format?

An export format is a template that controls how data is exported from Expense.

Do I need to use every available field?

No. Only include the fields required by your accounting, payroll, or ERP system.

What is a hardcoded value?

A hardcoded value is a fixed value that always appears in the export file regardless of transaction data.

Can export formats be customized?

Yes. Expense supports fully customizable export formats depending on your organization's requirements.

Summary

📊 Export formats determine how data is exported from Expense
📄 This glossary explains all available export fields
⚙️ Configure exports for accounting, payroll, and ERP systems
✅ Match fields carefully to the receiving system
🔄 Always test export formats before production use
🚀 Create reliable and efficient integrations with custom export formats

Create Custom Export Format – Glossary