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How to create an export template in Klippa for my company?

Note: This article covers how to create export templates for your company. You must have an admin role to follow the steps in this article.

Tip: If you do not have an admin role, but would like to create your own, personal export template, check this article.

In Klippa it is possible to create an export template and choose it when exporting data from Klippa. There are different types of exports. It depends on the modules that your company has purchased which exports you can use. Below you will find links to articles about the different exports. In these articles you can also read how you can use a template when exporting data.

Export expenses
Export Invoices
Export Credit Card Transactions
Export Bookings
Tip: Do you want to know how to automatically export data in the template you created? Then read this article about how to configure automatic exports.

Make sure you are logged in to the Klippa Web App as a user with "admin" rights.

In the left menu, navigate to Settings and then Company. You are now in the company account settings.

Then click on Company settings / Export templates and then click on Add at the top right of the screen.

In the "module" field you can indicate for which document type the template applies. Here you choose one of the following modules: expenses / invoices, credit card, bookkeeping integration.

Note: exporting booking data is only possible if you use the "Bookkeeping integration" module.

Expenses / Invoices: all header data (such as total amount) of expenses or invoices, as well as user information (such as a user's email address).
Credit card: all statement data (such as total amount statement) and the data of the matched expenses (such as total amount).
Bookkeeping integration: all header data (such as total amount) of expenses or invoices, as well ass booking data at header level (such as creditor number) and line level (such as VAT amount entry line).

In the "export format" field you indicate in which format you want the exported file. The available formats differ per module. You can choose from: PDF, UBL, CSV, XLSX. You can also create an XML file, please contact your account manager if you want this.

Based on the chosen export format, you can choose from various options such as adding a cover page for PDF and the separators for CSV.

You can then determine the data you want to export from the document, click Columns or Travel columns. You can switch the columns on or off, move their position and change the name of the column title.

Tip: With CSV and XLSX templates it is possible to merge expense and travel expense columns, click on Combine travel declarations and receipts into 1 sheet

In the "User groups" field you can define which groups of users have access to use this template. You can also turn on the Available for all user groups switch to make the template available to every user.

Turn on the Active slider so that users in your company can select the template.

Updated on: 27/01/2023

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