Exporting to your integration
Overview
When you have an ERP software integrated with your Brex account, you can export all of your team’s transactions from one platform to the other. This lets you account for all of your spend and makes it even easier to maintain your company’s books. You or your bookkeeper can export transactions straight from your Brex dashboard, and even recategorize them prior to exporting to make sure they’re all organized appropriately.
Exporting transactions
As an account admin, card admin, or bookkeeper, you can export transactions to your active integration by following the steps below. Step 1: Click Accounting on the left side of your Brex dashboard. Step 2: Click Prepare transactions to review and edit transactions. Step 3: Review your company's transactions to ensure that categories have been applied correctly and that receipts are attached. You can do this by using the search bar, and filtering transactions by alerts, GL accounts, date, and dollar amount. Note: Recategorize transactions prior to exporting by choosing a new category from the dropdown menu. To update transactions in bulk, click the checkbox next to your preferred transactions, make a different selection for one transaction, and click Update all from the popup at the bottom of your screen. Step 4: When you’re ready, enter in a date range, select transactions you want to export or select all, and click Mark as prepared to move all of your company's previously un-exported transactions to the Review & export transactions page. If this is your first time exporting, all transactions posted prior to your export time frame will be cleared from your Accounting page. Step 5: Go to Accounting > Review & export transactions to view all transactions that have been prepared for review and export. Note: On this page, you’ll have the same filter and search functions, but you won’t be able to edit any transactions. Here, you can export or send transactions back to review. Step 6: To export transactions, select a date range and all transactions, or select individual transactions and click Export on the right. Step 7: Select whether you want to export directly to your accounting software or export the transactions as a CSV file. Choosing either option will mark these transactions as exported and avoid duplicates the next time you export. For all direct exports and CSV exports with more than 500 transactions, a banner will let you know the status of your export, including when it’s complete. If you’d like, you can also check the option to receive a notification email once the export is ready for download. Note: While previously exported transactions can no longer be exported directly to your integration, you can still download these transactions via CSV from the Expenses page or the Transactions page. To view Transactions, go to Accounts and click on your account.
Recategorizing prior to export
Admins and bookkeepers can recategorize transactions from two places in the Accounting tab: the Company transactions or Review & Export pages. Regular users can also categorize their own transactions in the Personal section of the Transactions page. To enable this feature, please contact Brex Support. Step 1: Under Expenses, go to All. Step 2: Using the search filter at the top of the page, find and select the transaction(s) you want to recategorize. Step 3: In the transaction details box, scroll down to Accounting categorization. If it hasn’t been exported yet, you can change the category by clicking on the arrow next to the current category and selecting a new one from the drop-down menu. Note: You will not have the option to change the categorization for transactions that have already been exported to your ERP. You can tell if a transaction has already been exported if it has a blue sync arrow icon.
Review & Export
Step 1: Go to Accounting > Prepare transactions. Step 2: Scroll through the transactions and find the transaction(s) you'd like to recategorize prior to exporting. Change the category by clicking on the arrow next to the current category and selecting a new one from the drop-down menu. Step 3: To update transactions in bulk, click the checkbox next to your preferred transactions, make a different selection for one transaction, and click Update all from the popup at the bottom of your screen.
CSV exports
If you use an accounting software that doesn’t directly integrate with Brex, you can export data from your Brex account to directly upload into that software. This is done by establishing a CSV integration and downloading a CSV report from your Brex dashboard. This CSV can then be imported into your ERP of choice. Admins and bookkeepers can customize the CSV report to make sure all necessary information is included. This saves you time that you would normally spend adjusting the file manually. Note: If we add direct integration support for your ERP in the future, you can disconnect your CSV integration and establish a new direct integration with your ERP.
Preloaded templates
We support the ERPs Microsoft Dynamics Business Central and Acumatica as templates. If you’d like to request a template for a different ERP included in your template library, please contact Brex Support.
Step 1: In your dashboard, go to Accounting.
Step 2: Click Prepare transactions and choose the transactions you want to mark ready for export. Once complete, click Mark as prepared.
Step 3: Choose the transactions you want to export and click Export.
Create a template
You can create your own templates to download your transactions in your preferred format. You’ll be able to rename headers, add and remove columns, and change the order of the columns.
Step 1: In your dashboard, go to Accounting.
Step 2: Click on Prepare transactions and choose the transactions you want to mark ready for export. Once complete, click Mark as prepared.
Step 3: Choose the transactions you want to export and click Export > Create a new template.
Step 4: Select the columns you want to include in the exported CSV file. You can change the order the fields appear in by dragging them and customizing the names of the headers.
Step 5: Enter a name for your template and click Create template. From now on, when you go to export a CSV by clicking Review and export transactions, this template will come up as an option you can select.
Note: You can mark your template as a favorite for use later.
Edit a template
Step 1: In your dashboard, go to Accounting.
Step 2: Choose the transactions you want to export and click Export.
Step 3: Find the template you want to edit and click the three dots > Edit template. Make any adjustments that you’d like to the template.
Step 4: Click Save template.
Troubleshooting
Here are possible errors you might see in the exporting process and how to resolve them.
Export button grayed out
A grayed-out export button in the Integrations > Review & export section of your dashboard indicates that there’s an error that needs to be addressed before you can export. You’ll see the specific error above the grayed-out button.
“You have invalid mappings: To resolve, select GL account for transactions.”
This error occurs when one or more transactions don’t have a GL account assigned. To resolve this error, either locate the transaction that is missing the GL account and manually assign one or ensure all categories have a GL account assigned within the Categories tab of the Mapping page.
“You have mapping conflicts: To resolve, please select the correct category mappings before exporting.”
This error occurs when there are conflicting custom rules. These conflicting rules will be flagged on the Review & Export page.You can filter by all conflicting rules by clicking on the filter on the right side of the page. To resolve this error, deselect the custom rule that you do not want in place. Once these errors have been resolved, the export button will be reenabled.
Error after exporting
You may see the error message Unable to export. The most common reasons for this error can be found below.
User permissions have changed since the initial integration setup
Account admins, card admins, and bookkeepers can resolve this issue by following the steps outlined below. Note: As long as you reconnect to the same account, your mapping rules will remain the same in your dashboard. Step 1: Ensure that you have full admin access within your accounting software. Step 2: Click Accounting on the left side of your Brex dashboard. Step 3: Under Export settings, click Manage [your account software]. Step 4: Click Disconnect at the bottom of the page. Step 5: Click Connect and follow the prompts to reconnect your integration.
One or more of the accounts or entities that transactions are mapped to are no longer active
To resolve, confirm that there haven’t been any recent changes to your chart of accounts within your accounting software. If there have been, re-enable any GL Accounts, Departments, Locations, etc. that may have been disabled. You can also refresh the integration, which resyncs your chart of accounts. You can then remap all the transactions that were being mapped to inactive accounts or entities.
One or more fields in NetSuite are marked as mandatory
If you’re a NetSuite user, a setting may be enabled that makes Departments, Classes, or Locations mandatory. If this is the case, Brex can’t export transactions, even if each transaction is assigned a Department, Class, or Location. To resolve this, please assign a NetSuite default.
One or more required fields in NetSuite have been disabled
For Brex to export successfully, the custom fields Receipt URL and Created From should be enabled in NetSuite. To confirm that they are, follow the steps outlined below: Step 1: In NetSuite, navigate to Customization > Forms > Transaction Forms. Step 2: Locate your preferred journal entry form. Type will be listed as Journal and Preferred will be marked in the far right column. Step 3: On the Custom transaction form page, click Screen Fields > Lines. Step 4: Find the two custom line fields named Receipt URL and Created from and select the Show checkboxes next to them. Step 5: Click Save. If you’re still receiving an export error, please reach out to Brex Support.
One of your field values is not available to your NetSuite entity
If you are seeing the error “Invalid location reference key,” then you are likely attempting to export a transaction to NetSuite that uses a location that is not within your entity. This can happen when you set up a custom rule to apply a NetSuite Location for transactions across different entities. You can resolve this issue by deleting the custom rule in question.