How to setup your custom export

Welcome to the 2nd part of this series of articles about our Custom Exports feature. This section will help you create a new export template from scratch. Here are the other articles of this series:


Create a new export template

To create a new Export Template:

  • - Head over to [Settings > Exports].
  • - From there, you can create a new export template, under the "Receipts file names" section.
  • - Click on the "Create your first custom export" button
  • - A popup opens, allowing you to personalize the export.

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Select the software you wish to use

From there, you have to decide which software you would like to use for your template. Here are all the available bases we provide:

  • - Spendesk purchase journal: This is the default template, currently being used when you export your payments
  • - Cegid: This template matches the accounting software Cegid.
  • - Netsuite: This template pre-fills most fields required in Netsuite. You may need to map the exported file's columns to your Netsuite account's fields.
  • - Quadratus: This template matches the accounting software Quadratus (acquired by Cegid).
  • - Sage: This template pre-fills most fields required in Sage.

Once a template is selected, the popup shows a preview of the export structure. If you can't spot the accounting software you use, simply check the 'Template preview' section to see if the structure of another base is similar to yours, or simply contact our support team if you need advice.

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  • - Once you've selected a template, click on "Continue" to move on to the next steps of the customization.

Personnalizing the format and content in the exported file.

Choose the general settings

  • - From the next screen, you can specify the general settings of your export template.

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  • - First, you can choose which date delimiter to use.
  • - Select a date format.
  • - Choose which decimal delimiter to use. We recommend using a comma if you choose to export to .XLSX: it's better supported by tools such as Excel or Google Spreadsheet.
  • - Finally, select whether you require the headers to appear as part of the export. 

Personalize the columns and their content

In the next step, here are the actions you can :

  • - Remove unnecessary columns.
  • - Add new columns if needed.
  • - Change the column names.
  • - Re-order columns to fit the order you need.
  • - Add a new custom column: this is useful if you need to personalize the export with custom data, related to the accounting software you use.

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  • - To update the information available in a column, hover over it and click on the gear icon.

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  • - You can rename the column, remove it, or change its content (if it's a custom column).

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  • - To insert a new column in-between two others, simply hover over one of the two columns and click on the blue "plus" ⊕ icon.
  • - A dropdown menu will allow you to choose which type of column to add.

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  • - The "Custom content (empty)" option will add a new – empty – column that you'll be able to fully personalize with a static or dynamic value.

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  • - You can click on "Download template" to have a basic (and empty) version of your export in CSV.

Personalize the output

Finally, you can choose the name of your export and the format to use when you export your expenses: CSV, XLS or XLSX.

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Once you're happy with the result, hit the "Save new template" button!

From now on, every time export your payments, this export template will replace the default Spendesk purchase journal.

Here's a small video that will recap what you'll be able to do with this feature:

In the next chapter of this series, we'll show you how to use this template with your Spendesk payments and eventually use multiple export templates.

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