Users with the role of an accountant can find expenses that have been approved and controlled in "Approve & Control" > "Expense export" resp. "Payroll export". These expenses are now ready to be manually downloaded in an export file or directly transferred to DATEV.
Expense Exports
To create an export:
Tick the left checkboxes to select the expenses you want to include in the expense export.
Click on the yellow Export button to open the export options.
Select your desired export formats.
Click on Export to complete the process.
The selected expenses will be deleted from the Ready for Export section and saved in the Reports section, where you will be able to download past reports again. You can export the files in formats as following:
CSV file. This file contains all selected expenses with all available data fields. Additionally you will find for each expense a link to the receipt image. Split expenses are shown separately.
PDF file. Reports in PDF format are created per employee and per trip.
ZIP file including digitized documents, either in original format or as PDF.
DATEV Format. The original DATEV format allows the import expense data WITHOUT linking images/receipts to DATEV Kanzlei Rechnungswesen (ReWe).
DATEV XML file. With this newer standard report format you can easily import expense details together with receipts to DATEV UO.
SEPA XML file. This XML file contains all expense details for you to reimburse employees via SEPA transfer.
To transfer expenses to DATEV Kanzlei Rechnungswesen, you can either select the DATEV format (manual export and import, without receipts) or you can first select the direct transfer to DATEV Unternehmen online and transfer costs from there to ReWe.
Payroll Exports
To create a payroll export:
Tick the left checkboxes to select the expenses you want to include in the payroll data export.
Click on the yellow Export button to open the export options.
Select your desired export formats.
Click on Export to complete the process.
💡 Learn more about payroll exports by looking at these articles:
Reports
As soon as an export has been carried out for the first time, the data record remains saved as a report and can be downloaded there again. Only the direct transfer to DATEV always works once.
Exported expenses, mileages and per diems cannot be recalled or retrospectively changed.
Only company wide accountants can see the "Reports" area.
Created reports can be downloaded again in the Reports section
Tipp: Before exporting, use the filter and search function to quickly find the expenses you are looking for. For example, to group submitted expenses made by one employee, click the search function on the top-right hand corner in the app and enter the employee's name.
The "Ready for export" tabs allow accountants to create reports, which will later appear in the "Reports" tab. The "All" tab holds all expenses, regardless of their status. Here you can find submitted expenses, as well as approved, controlled and rejected ones. Exporting expenses in All does not create a report.
Do you still have questions?
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