At a glance
With the export function, accountants can easily export all expenses processed on Circula in various formats.
The exports can be created for both financial accounting and payroll accounting.
Users with the role of an accountant can find expenses that have been approved and controlled under the menu item "Approve & Control". These expenses can be found in the “Expense export” or “Payroll export” tabs and are ready to be downloaded either as a manual export file or transferred directly to DATEV.
Expense Exports
Navigate to "Approve & Control" and click on the "Expense export" tab.
The "Expense export" in the web app
Tick the left checkboxes to select the expenses you want to include in the expense export.
Choosing the expenses
Click on "Export" to open the export options.
Chose the desired export format.
Export options in the web app
Click on "Export" to complete the process.
The selected expenses are exported and saved under the "Reports" menu item, where they can be downloaded again. The following formats can be exported:
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 importing 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.
Note
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
Navigate to "Approve & Control" and click on the "Payroll export" tab.
The "Payroll export" in the web app
Tick the left checkboxes to select the expenses you want to include in the payroll export.
Choosing the expenses
Click on "Export" to open the export options.
Chose the month and the desired export format.
Export options in the web app
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.
Important
Exported expenses, mileages and per diems cannot be recalled or subsequently edited. If a correction is required, this must take place outside Circula.
Only company-wide accountants can see the "Reports" tab.
Created reports can be downloaded again in the Reports section
Tip
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.
Note
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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