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Exporting expenses and payments to MS Business Central

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The Payhawk integration with MS Business Central is designed to work effortlessly and help you keep your data between the two systems in sync at all times.

Notes on exporting expenses and payments to MS Business Central

  • It's recommended that you sync your Payhawk-MS Business Central accounts every time you make changes in your accounting system.

  • An expense will be automatically exported to MS Business Central once that expense is reviewed. As a result, all your expense data, images, and bank statements will be imported into the accounting system.

  • Payments will be exported to MS Business Central once the expense is exported from Payhawk and posted in the ERP, and only after the transaction has been settled. For more details, see the section on pushing payments to MS Business Central.

  • After the export to MS Business Central, Payhawk will pull the value for the expense External ID from the Purchase Invoice -> No. or Journal Entry -> $SystemId of that expense.

Prerequisites

To start exporting expenses and payments, make sure you have connected the Payhawk and MS Business Central systems.

Exporting expense and payment data from Payhawk to MS Business Central

To export your Payhawk expenses to MS Business Central:

  1. In the Payhawk Web Portal, open the app switcher in the top-left corner and go to Spend, select spend type, and then go to the Review tab.

  2. Select an expense.

  3. Check if all the data is correctly stored in the expense.

  4. Click on Review.

    An expense open from the Review tab of the Spend app, with its document and the Review button.

If an error occurs while exporting your data from Payhawk to MS Business Central, Payhawk will display an error message suggesting what is wrong with the data.

Viewing exported expenses in the ERP from Payhawk

To directly view your exported expenses to MS Business Central from Payhawk:

  1. Open the app switcher in the top-left corner and go to Spend.

  2. Select the desired expense.

  3. Click on the three dots menu and click on View in Business Central.

    An exported expense with its three-dot menu open, showing View in Business Central.

Viewing export data and using export filters for expenses and payments in Payhawk

The export event between the two systems can be viewed from Spend, in the expense's Activity section with Export ticked in the Show filter.

The Activity section of an expense with Export selected in the Show filter and the Business Central export events listed.

The detailed export data of an expense or payment can be viewed from Spend, in the Export section of that expense.

The Export section of an expense showing the expense and its payment as Exported.

You can also filter out expenses and payments based on various filters relevant to MS Business Central such as Export status, Exported by, Export date, External ID, and others.

Identifying Payhawk purchase invoices in MS Business Central

Payhawk can add a unique reference to each purchase invoice it exports to MS Business Central. This helps you tell which purchase invoices in MS Business Central come from Payhawk.

To start using the Payhawk reference:

  1. Update the Payhawk extension in MS Business Central. For more details, see the section on updating the Payhawk extension.

  2. In MS Business Central, add the Payhawk reference field to the purchase invoice header. From the next export, Payhawk fills the Payhawk reference field automatically for each purchase invoice it exports.

Next steps