--- title: "Export field option terms for Administrators - Payhawk Help Center" slug: "terms-and-definitions-of-export-field-options" description: "Find definitions and examples for export field options, such as running balance, split, leading and trailing characters, account balance, and calculated fields." updated: 2026-10-20T07:29:42Z published: 2026-10-20T07:29:42Z canonical: "payhawk.com/terms-and-definitions-of-export-field-options" --- > ## Documentation Index > Fetch the complete documentation index at: https://payhawk.com/help/llms.txt > Use this file to discover all available pages before exploring further. # Terms and definitions of export field options This article provides definitions and examples that explain the export field options in Payhawk and shows how you can structure and format data in the export template. ## Running balance **Running balance** represents the starting balance minus the payment amount and is updated with each transaction. For example, if the initial balance is EUR 100, the first payment is EUR 10, and the second payment is EUR 15, then the running balance will show EUR 90 on row 1 and EUR 75 on row 2. ## Split **Split** represents the delimiter used to separate a single value within a specific cell. This function allows data to be broken down into distinct components for easier processing and analysis. For example, if the document numbers are INV-1001, INV-1002, INV-1003, you can use a comma as the split character among them. This will allow you to extract a specific value such as the last **INV-1003** item. ![Split function settings with Document number as the attribute, split by comma, and the last item selected.](https://cdn.payhawk.com/Adm%3ASettings/Terms_and_definitions_of_export_field_options_1_20261015_ai.png) ## Leading/Trailing characters **Leading/Trailing characters** are the characters added at the beginning or end of a value to ensure it meets the required maximum character length when the **Max. characters** value is more than the actual value length. You can also specify the type of character that will be used as a leading or trailing character. For example, if the value for a **Date of payment** is 05.04.23, you've defined 10 as **Max. characters** and A as **Character**: - The result in the cell will be AA05.04.23, if you've selected the **Leading characters** option. - The result in the cell will be 05.04.23AA, if you've selected the **Trailing characters** option. ![Leading/Trailing characters settings with Date of payment, 10 maximum characters, the character A and Leading characters.](https://cdn.payhawk.com/Adm%3ASettings/Terms_and_definitions_of_export_field_options_2_20261015_ai.png) The **Leading/Trailing characters** option also specifies in what way the system will be cutting the text short when the **Max. characters** value is less than the actual value length. When you select **Trailing characters**, it will cut off the end of the text, and if you select **Leading characters**, it will cut off the beginning of the text. For example, if the value for a **Date of payment** is 05.04.23 and you've defined 5 as **Max. characters**: - The result in the cell will be 04.23, if you've selected the **Leading characters** option. - The result in the cell will be 05.04, if you've selected the **Trailing characters** option. ## Account balance **Account balance** represents the available amounts in bank accounts at different stages of transaction processing. It helps track financial balances before and after expense payments, and typically includes the following data: - **Start balance** - The available amount before any expense payments are made. - **End balance** - The remaining amount after all expense payments have been executed. - **Available balance** - The amount currently accessible for use. - **Reserved balance** - The amount set aside for pending authorizations. ## Calculated fields **Calculated fields** generate values based on predefined rules. The export template includes the following fields of numerical references and date formatting options. ### Line item row number **Line item row number** assigns a sequential row number within each expense. Its behavior is similar to Excel row numbering but is specific to the expense. For example, if you have an expense with 5 rows and another one with 3 rows, the line item row numbers for the first expense will be 1, 2, 3, 4, 5 and 1, 2, 3 for the second one. ### Row number **Row number** assigns a sequential number to each row, indicating where one piece of information ends and another begins. For example, if an expense has 2 line items and 2 payment rows, followed by another expense with 1 line item and 1 payment row, the row numbers will be 1, 1, 2, 2, 3, 4. ### Journal entry number **Journal entry number** represents the row number assigned to a payment transaction. For example, if there are 5 payments, and each payment consists of 2 rows, the journal entry numbers will follow this pattern: 1, 1, 2, 2, 3, 3, 4, 4, 5, 5. ## Transform amount **Transform amount** allows you to define the way amounts will be displayed in the export template. To modify an amount: 1. Click on the desired value, for example, **Expense total amount (Base Currency)**. 2. Select one of the following **Transform amount** optional settings: - **None** - Keeps the amount as it appears in the system. For example, EUR -100 (minus 100) will be displayed as **EUR -100** without modifications. - **Amount absolute value** - Converts the amount to its absolute value by removing negative signs. For example, EUR -100 will be displayed as **EUR 100**. - **Amount in inverse sign** - Reverses the sign of the amount, converting positive values to negative and negative values to positive. For example, EUR 100 will be displayed as **EUR -100**. 3. Click on **Save changes**. ![Transform amount options None, Amount absolute value and Amount in inverse sign for an amount value in the Cell configuration panel.](https://cdn.payhawk.com/Adm%3ASettings/Terms_and_definitions_of_export_field_options_3_20261015_ai.png) ## Attachment Url By default, **Attachment Url** provides a comma-separated list of all files uploaded for a specific expense. To display a single Url per cell, click on the **Attachment Url** value and define the **Index in list** setting. The **Index in list** setting allows you to specify that, for example, Cell A displays the first file, Cell B displays the second file, and so on, similarly to how the [**Split**](/help/terms-and-definitions-of-export-field-options#h_526a9158b2) function works. ![Index in list setting for the Attachment Url value in the Cell configuration panel.](https://cdn.payhawk.com/Adm%3ASettings/Terms_and_definitions_of_export_field_options_4_20261015_ai.png)