You can create scheduled exports from the Finance area in the Expenses module.
Note: Only users with Finance Administrator permission will be able to view and create export schedules.
Prerequisites
Before creating an export schedule, you need to ensure an outbound file delivery option is added. See the relevant help article to add an outbound file delivery option:
How to create an export schedule
To create a scheduled export, follow the steps below:
1. Go to the Finance area.
2. In the Imports and Exports section, click the Export Schedules subheading.
3. Click New Schedule.
4. On the Schedule tab, set up the schedule details.
Schedule Name - enter a name for the export schedule you're creating.
Frequency - set how frequently you need the export report to be generated.
Hour & Minute - set the time you'd like the file to be sent.
Day Of Week - set the day of the week the report is run (if Frequency: Weekly or Biweekly is selected).
Day Of Month - set the day of the month the report is run (if Frequency: Monthly is selected).
Start Date - set the date the schedule is active from, by default this is set to today's date.
End Date (optional) - set a date for the schedule to end.
Calendar - select the relevant calendar for your region (this will determine non-working day rules).
Non-Working Day Rule - select how you'd like the system to generate the report if it falls on a non-working day.
Is Active - untick this checkbox to pause the export schedule. Only Active export schedules within the start and end date range will run.
4. On the Export tab, set up the export details.
Export Type - select which type of expenses will be included in the report.
Export Format - select which export format is to be used for the report.
File Delivery Endpoint - select where the report should be sent when generated.
Report Name - enter a name for the scheduled report.
Include Receipts - tick this checkbox to ensure any receipts attached to the exported expenses will be downloaded with the generated report.
Report Date Range - set the From and To fields to only export expenses for the given date range.
Note: If '0 Days Before Run Date' is selected for the To field, qualifying expenses after the export schedule run time will be omitted from the export.
Additional Filters - select from the filter options available to further customise your report if necessary. These filters are optional.
Export Actions - tick the relevant checkbox to mark the expenses included in your report as Paid, Reconciled, Billed or Completed when your report is generated. This option is not available for Completed Expenses.
Note: The following actions are recommended when setting Export Actions:
Leave the Export Actions unticked when first setting up your export schedule in order to test your report settings and filters.
Always leave Export Actions unticked if you are reporting from the Approved section and using any direct integration feature to post expenses to your accounting package.
5. Click Create to create your scheduled report.