This article lists some of the frequently asked questions (FAQ) and solutions to some corner cases related to the integration between the Payhawk system and the Exact Online accounting software.
Can I use the Payhawk–Exact Online integration for entities in different countries?
Yes. The Payhawk–Exact Online integration works seamlessly across geographies, including entities based in the UK, Netherlands, Belgium, Luxembourg, Spain, and Germany. There is no difference in functionality between Exact Online environments for different countries.
What if there is a difference between the purchase journal and bank journal amounts in Exact Online?
If there is a purchase in foreign currency and the purchase journal amount is different from the bank journal amount in Exact Online, this is usually caused by an FX gain/loss difference due to the different FX rates - the one for the day and the one from the payment provider. Typically, this difference is booked as an additional FX gain/loss entry. For more information, see how Exact Online performs currency revaluation.
Why do invoices in different currencies linked to USD card payments, which are correctly converted in Payhawk, appear as open items in Exact Online’s Accounts Payable instead of being matched against the card withdrawal amount?
This issue occurs due to asynchronous export timing, where invoices and card charges are exported separately. As a result, the transactions are not automatically matched in Exact Online and appear as open items in Accounts Payable. For guidance on handling foreign exchange gain or loss differences in Exact Online, refer to the relevant support documentation provided by Exact Online.
How do I handle service fees and handwritten tips for US transactions in Payhawk?
When processing US transactions that include service fees, such as a 10% service charge, or handwritten tips, you have two options for managing the discrepancy between the receipt subtotal and the final card charge:
Split the expense in Payhawk - For example, if your card transaction is USD 1000, but the receipt shows USD 900 for the meal with a USD 100 handwritten tip or service fee, you can split the expense in Payhawk in two. As a result, separate line items will be created in Exact Online.
Submit the total amount - You can submit the total amount of USD 1000, without splitting it. However, Payhawk’s OCR system can flag the discrepancy between the receipt subtotal and the final transaction amount. While the OCR system can read handwriting, it still monitors for differences between documented and charged amounts.