Exporting financial data in Spendesk can sometimes result in inconsistencies or missing transactions, particularly related to transaction statuses (e.g., pending vs. confirmed) or issues involving settlement and payment dates. Understanding how Spendesk processes and exports your data is essential for troubleshooting and ensuring accurate reports. Below, we outline common challenges and solutions for export-related issues.
Common Export Configurations in Spendesk
1. Pending vs. Confirmed Transactions
Pending Transactions: Transactions that are not yet settled will not appear in your export because their settlement dates remain unconfirmed. They move to 'confirmed' status once settled, at which point the settlement date is filled in.
Export Timing: Only confirmed transactions are included in exports. If you find transactions missing, they are likely pending and will appear in future exports based on their settlement date.
For example, if you export transactions for this month, pending transactions will not appear. However, once settled, they will be included in the export for the month of settlement.
Troubleshooting Export Discrepancies
Discrepancies in exported data can arise due to differences in the timing of entries or the type of dates used (e.g., request vs. payment dates). In Spendesk:
Request Dates vs. Payment Dates: - Some discrepancies occur due to differences between when a request was made and when the payment was completed. - The Spendesk export process organizes supplier-related data into: - Purchase Journal: Exports supplier liabilities. - Bank Journal: Exports payments made. - If the payment has already been made, both the liability and payment are exported together. Otherwise, the export of the payment is delayed until it’s completed.
How Dates Affect Exports: - Review whether the issue relates to actual transaction dates versus bank processing or settlement dates. These differences are often a root cause of reporting mismatches.
Viewing Transactions with Actual Dates
Spendesk allows you to view and filter transactions based on actual transaction dates rather than processing dates:
Card Payments: Displays the clearing date.
Expense Claims: Shows the receipt date.
Supplier Invoices: Displays the issue date.
To access more details:
Navigate to Bookkeep > All Payments to view all transactions, including filters for payment status or other attributes.
Alternatively, use the All Payables page for comprehensive insights: - Shows card payments after settlement. - Displays expense claims and invoices once validated.
These tools are ideal for ensuring accurate reporting and understanding which transactions are included in exports.
Quick Tips for Export Efficiency and Accuracy
Regularly validate pending transactions to avoid missing data in exports.
Ensure export settings are configured correctly, reflecting transaction statuses and date preferences (e.g., settlement vs. payment dates).
Use filters and search options within Spendesk to identify any potential discrepancies before exporting.
Contact Spendesk support if discrepancies persist despite taking the steps above.