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Exploring the Basics of Expense File Export

Objective

After completing this lesson, you will be able to describe a file export.

Unit Overview

This unit explores the essential components of the Expense Export File. Throughout this unit, you will gain a comprehensive understanding of the Expense Export File, including insights into how to access and customize it.

At the end of this unit, you will be able to:

Describe the format of the Expense Export File.
Access the Expense Export File.
Customize the Expense Export File.
Access references.

Basics of an Expense File Export

A section of the SAP Concur user interface titled File Export - Select Format. Below the title, a description reads, Here’s where you select whether you want to use the default GL file format or create your own. Below this description, there is a navigation bar with six steps, each represented by a numbered circle and a label: 1. Select Format, 2. Select Account String, 3. General Settings, 4. Define Header, 5. Define Details, and 6. Summary/Copy. The navigation bar is highlighted with a yellow border. n the main content area, there is a form section starting with a blue Save button. Below the button, there is an instruction that reads, Select your GL file export format. The options provided are: Option 1: Use the default GL file format, and Option 2: Use a custom GL file format, with the second option selected.

What Is an Expense File Export?

The Expense File Export is designed to generate a file containing detailed expense report data. This includes information about individual expenses incurred by employees. This export is typically used when direct integration with a financial system is not available. The exported file can be manually uploaded into accounting or ERP systems for further processing.

The format of the expense data extract file can be customized to fit the specific requirements of the receiving system, providing flexibility in data presentation and mapping. The file contains detailed transactional data, including expense types, amounts, dates, employee details, and associated receipts or documentation. It is comprehensive and detailed, capturing all aspects of expense reports.

The expenses by organization entities (for example, Department, Cost Center, Location, Project) are not included in the default Expense File Export, as they are custom fields. To track these custom fields, the file must be adapted to include them.

File Formats

When working with the Expense File Export, it is important to understand the various file formats available:

CSV
The CSV file format is one of the most commonly used formats for exporting data. It allows for easy integration with various financial systems and tools. Each field in the CSV file is separated by a comma, and the file can be opened in spreadsheet applications like Microsoft Excel.
When creating a CSV file, ensure that all required fields are included and that the data is correctly formatted. This helps avoid any issues when importing the file into your financial system. Refer to the Export Field Format resource for specific field details and maximum character lengths.
Quickbooks IIF
The QuickBooks IIF format is specifically designed for integration with QuickBooks Desktop accounting software. This format allows for seamless import of transaction data into QuickBooks, making it easier to manage your financial records. The IIF file includes various fields such as transaction date, amount, and account details.
When generating an IIF file, it is important to follow the specific format guidelines provided by QuickBooks. This ensures that the data is accurately imported and reduces the risk of errors. For detailed information on the fields and format, refer to the Expense Payment Manager Quickbooks IIF Extract for Concur Standard Edition.
ADP EPIP
The ADP EPIP format is used for integrating with ADP payroll systems. This format includes specific fields required by ADP to process payroll transactions. The EPIP file is typically included in a zip file along with other transaction files, depending on your configuration.

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