This setup is available for Account owners and Controllers. Xero users don't have to create a custom export as their payments are pushed to Xero.
Once your payments (or payments and payables on Bookkeep 2.0) are prepared and validated, you have to export them to your accounting software. Per default, we suggest a classic Spendesk purchase journal. If needed, you can customize it to your needs or use one from our library of templates. You are able to change the default settings, including the columns to show, their names, the structure of the file, its extension, but also the date and decimal formats.
Create a new custom export template
To create a new export template:
- Head over to "Settings > Exports".
- Go to Custom export templates and click on "Create your first custom export".
- Follow the steps and save your template.
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.
- DATEV: please check our articles on DATEV Native integration in Integrations - DATEV category.
- 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. Click on Continue to move on to the next steps.
👉 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. Your Customer Success manager can also help you to create your template.
Personalizing the format and content in the exported file
1. Choose the general settings
- 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.
2. Set up your columns and their content
You can choose what to show in your export:
- Remove unnecessary columns: hover your mouse on the column and click on the gear icon. Click on Remove column.
- Change the column names: hover your mouse on the column and click on the gear icon. Change the name and click on Save.
- Re-order columns to fit the order you need: hover your mouse on one column, click and drop to move it.
- Add new columns if needed: hover your mouse in between two columns and click on the blue + sign. Search for the type of column you want to add and click on it.
- Custom field columns must be added manually.
- Add customized column: as below but select "custom content (empty)", then add your static or dynamic values.
Once your set up is done, click on "Download template" to have a look at it.
👉 Check our video for more details.
3. Save and name your template
Finally, you can choose the name of your export and the format to use when you export your expenses: CSV, XLS or XLSX. Add a custom name too. Once you're happy with the result, hit the "Save new template" button!
From now on, every time you export your payments, your custom template will be used.
New possibilities with Bookkeep 2.0
Let's recall the definition of a purchase journal:
"A purchase journal is an accounting journal that displays all purchases reflecting the accounts payable with their counterparts in expense accounts or VAT accounts".
With Spendesk 2.0, you now have the possibility to reflect these elements in the purchase journal!