Export invoices
Once an invoice has been approved by the assessors, it is ready to be exported in the Export menu section. Within this overview, you can review or edit the invoices one last time before they are processed in the financial system.
Exporting invoices
In the overview, you select all the invoices that you want to send to the financial system. To do this, you check the square box in front of each invoice. You can also select all invoices at once by checking the square box in the gray bar. After selecting the desired invoices, you can click the green 'Export Invoices' button at the top of the overview. By selecting this button, all the chosen invoices will be included in the export. Depending on your financial system, you may need to select an administration before exporting the invoices.
Did you try to export/preregistrate an invoice and have you received an error message? Please refer to this page where we have multiple articles about commonly used financial packages with information about export errors and how to resolve them.
Period allocation
Once you confirm the selected document numbers from the subsequent screen, you will be directed to the period allocation screen. In this screen, you have the option to book the invoices without deviating from the period (Automatic Period Allocation = Yes) or to book them within a different period (Automatic Period Allocation = No), for instance, if a period has already been closed.
If you choose a different period, you can then opt for the Adjustment Method 'All' or 'Only Older'. By default, the 'Only Older' option will be selected, meaning only the period of invoices older than the chosen period will be adjusted. The 'All' option will adjust all invoices to the chosen period, even if they are in the future (!!!).
Example: Let's say you export an invoice from period 05-2022, while the May period is already closed in the financial system. In this case, you would choose 'No' for Automatic Period Allocation, and then select period 06-2022 with the 'Only Older' option. Based on this choice, all invoices with a period older than period 06 will be adjusted in the export to period 06-2022.
By closing the administration within the Spend Cloud, a period adjustment will be automatically applied if there are invoices in a closed period.
Exporting from Spend Cloud can occur in one of two ways (depending on your Spend Cloud setup):
1: Via a Webservice.
2: Manually through an import file.
Exporting invoices via webservice
If a webservice is used, the invoices (after the above steps) will be directly sent to the financial system upon export through a link. A task will be created immediately, allowing you to track the progress of the export.
Once the export task has started, you can perform other tasks in the Spend Cloud or even log out. The export will still be completed.
After the export is finished, Spend Cloud will receive direct feedback from the financial system regarding the success of the export (Ok) or if an invoice has been rejected with an associated error message.
Error message during export
If you receive an error message, please read one of the following articles with common error messages from the financial system you are using:
Exporting invoices via import file
If the export file is manually imported into the financial system, an export file will be created after the export. Once the file is generated, you can immediately download it and subsequently upload and import it. Alternatively, you can download the file later through the 'Export Files' section.
Downloading export files
By clicking the 'Export Files' button in the Export menu section, you will access an overview of all export files. Depending on how the export file is created during export, a file may contain one or more invoices. By clicking on the row or magnifying glass icon in this overview, you can see a list of all invoices combined in the export file.
Behind the row of an export file, you'll find the 'Download Export File' button. This button can be used to download the export report (1: Webservice) or the import file (2: manual import).
Undoing an export
To read about this functionalitiy, you can navigate to this article.
Extra features in Exporting
Send
If you have edited invoices in the export overview, they may need to be reassessed. The modified invoices will be blocked for export and displayed in gray in the overview. Clicking the 'Send' button will take you to an overview where you can resend the invoices for assessment.
Verification Report
You can also generate a verification report within the Export menu section. This report provides a total count of invoices, the total amount, and the invoice coding with a complete audit trail.
Export pre-registration
Depending on the process within the Invoice Processing module, it is possible to export pre-registrations of invoices from the Export section. You can learn more about pre-registrations in the following article. Please note that not every webservice supports the export of pre-registrations.
Automatic export
It is also possible to automatically export invoices after they have been approved or verified. This can be configured in the administration settings via Application Management / General / Administrations in the field 'Automatically Export Invoices'.
Marking an Invoice as Exported
You can mark an invoice that is ready to be exported but already exists in the financial package as exported. You can read about this in this article. You can also mark invoices as preregistered from this menu, you can also read more about this in this article.
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