Accounting Export (flow) is available to admins, owners and accountants when preparing, managing and exporting their transactions for accounting purposes.
The flow consists of three steps:
Not exported: Shows all card transactions in the booked status. In this step transaction data is prepared for export. You can assign subcategories (corresponding G/L account numbers), VAT rates (corresponding VAT codes), and teams (related cost centers) to transactions.
Export queue: In the second step, transactions are shortlisted prior to export being triggered. When a transaction is moved to this tab, it cannot be changed by anyone else within the Pliant app. Users, for example, cannot add receipts, change subcategories or assign VAT rates anymore. Selected transactions can be exported in the desired format.
Exported: Exported transactions can be seen here. Once a transaction is exported, it cannot be edited by the users anymore. However, the users can export the transactions again. The transactions cannot be moved back to In export queue past this step.
Important note: Please make sure that all required data fields have been configured correctly in Settings > Accounting before using the Accounting export (flow).
Booking date
On the accounting export, we only show confirmed transactions and sort them based on their booking date.
Important note: There are three dates in the system:
Transaction date: The date transaction occurred.
Booking/Confirmation date: Confirmation of the transaction coming from Visa. We also change the status of a transaction from PENDING to BOOKED.
Settlement date: The date when we reduce the transaction amount from the organization's bank account.
Not exported
This is for preparing the card transactions for accounting export. You can see the accounting-related columns on this page. The data can be edited on this page. You can upload receipts, and assign subcategories, VAT rates, projects and team information to the transactions.
After preparing the data by assigning necessary columns, you can move them to the next tab by selecting the transactions and clicking on the Add export queue button. The system will show you a warning message if you have missing information for the selected transactions.
Typically a workflow could look like this:
Fill in the missing subcategory, VAT rate, Project and Teams information on the Not exported page
Add receipts to the transactions with missing receipts
Select the transactions you want to freeze and add to the waiting list.
Click on the Add export queue button
The transactions disappear on the tab transferred to the “In export queue” tab
Important note: If any data fields you need are missing, you can add them to the system.
Export queue
The Export queue tab adds certain transactions to a kind of waiting list. You can make transactions uneditable in the system. For example, the transactions can no longer be edited on the transactions page by all users (including those who did the action). This locking status prevents any confusion and editing of the same transaction by different users by mistake.
You can basically clean or modify the data on the previous page and transfer them here from time to time (e.g., daily), and then export all of them at the same time (e.g., monthly for your accounting system.
How to export transactions for accounting
Select the transactions you want to freeze and add to the waiting list.
Click on the Export selected button
Configure export and click Start export
Important: The system checks for any potential inconsistencies and displays warning messages. Those can be either tackled or ignored.
How to move transactions back to the Not Exported step
(thus allowing others to edit them again)
Select the transactions you want to move back to the previous step
Click on the Remove from export queue page button
The transactions move to the Not exported page and became editable
Exported
The exported tab includes the transactions which are exported for the accounting system. A transaction in this step cannot be moved to the previous steps but can be exported again.
You can see the export date of the transactions on this tab and see which transactions have been exported together by checking the Export date/Export id column. The transactions have the same export id shows that they are exported together. If you export a transaction one more time, the export date and id don’t change. Export date and id will always indicate the first time the transaction has been exported.
Re-exporting the exported transactions
Select transactions on the list
Click on the Export again button
Select the desired export type and configuration
Click on the Generate export files button
The system downloads the selected transactions automatically