Export Builder Admin Screen

The Export Builder admin screen allows customers who are appropriately configured to easily create and update their Expense, Invoice, and B2B Invoice Payments export specifications—templates that filter and export approved expenses, invoices, and invoice-payment reconciliations.

• Note that only export spec templates created via Export Builder may be updated via Export Builder. If your organization has existing export spec templates that need frequent updating, you may wish to re-create them in Export Builder so that you may easily change them via Export Builder.

Click ADMIN SETTINGS > EXPORT > EXPORT BUILDER.

A green dot indicates the active export spec template. You may have many templates, but only one Expense template and one Invoice template may be active at a time.

Cross-Publish Changes Between QA/UAT and Production

For customers who have a Emburse Enterprise QA/UAT environment, cross-environment publishing allows you to push changes from one environment to another. This makes it easy to import export spec templates from Production to the QA/UAT environment, test changes to the data in QA/UAT, and implement the changes in Production with just a few clicks.

• Available for Use: This tab on the Export Builder admin screen displays all the export spec templates available in the environment you are logged in to.
• Ready for Import: This tab displays export spec templates that have been created or edited in another environment and are able to be imported into the environment you are logged in to.

Edit Export Spec Templates

Follow the steps below to import an existing export spec template from Production into QA/UAT in order to make changes, test it, and return it to Production.

• Note: Only administrators with appropriate permissions will see the APPROVE and IMPORT buttons on the export specs that allow them to cross-publish, and permissions are granted separately in each environment. See Access Permissions Admin Screen for more details on permissions.

1. Log in to Emburse Enterprise in the Production environment, navigate to the Export Builder, and select the export spec template you wish to modify on the Available for Use tab. 

2. Click APPROVE to cross-publish the template to the QA/UAT environment.

3. On the Approve Specification pop-up, click APPROVE.

4. Now log in to Emburse Enterprise in the QA/UAT environment, navigate to the Export Builder, select that export spec template on the Ready to Import tab, and click IMPORT.

5. On the Import Confirmation pop-up, click IMPORT.

6. The export spec template will be moved to the Available for Use tab and appear in the preview. Click EDIT to make the desired changes.

7. Once you have finished editing and testing the export spec template in QA/UAT, click APPROVE to send it back to the Production environment.

8. On the Approve Specification pop-up, click APPROVE.

9. Now log back in to Emburse Enterprise in the Production environment, navigate to the Export Builder, select the export spec template on the Ready for Import tab, and click IMPORT. 

10. On the Import Confirmation pop-up, click IMPORT.

11. The export spec template now appears on the Available for Use tab.

Create a New Export Spec

1. Click the BLUE PLUS to create a new export spec.

2. Give the spec a name and select which product it is for—EXPENSE, INVOICE, or INVOICE Payments—from the drop-down list. Leave the status as "Inactive" until you are done creating the spec.

• Only one spec may be active at a time for each product. Any other specs will be drafts until you set one of them to be the active spec instead.

3. Once you select a product, a choice of corresponding Enterprise Resource Planning (ERP) software will appear. Select the ERP used by your organization to create an export spec that is pre-configured to be compatible with that ERP.

• At this time, only Elite 3E and Aderant are available. Additional ERPs will be added in future releases.

If you do not see your organization's ERP listed or are creating an Invoice Payment Reconciliation export spec, choose "Custom Template."

• If you are unable to create a compatible spec using the Custom feature, create a help case via the Emburse Enterprise Help Desk portal.

4. Click SAVE.

Set Up File

Once you have created a new export spec, you will be taken to the File Wizard to set up your file, configure the rows, and review your file before it is created.

1. File Name: Click the gray PLUS button to select the elements you wish to use in the file name. A time stamp will be automatically appended to the end of the name of all exports. If you selected a pre-configured ERP template, there may be other elements appended automatically.
2. Example: “ChromeRiverExportCustomerCodeTimeStamp”
3. Click the + button to open the Segment Builder pop-up window. First, select the type of data you wish to include:
4. Custom Value: This allows you to enter your own text for a value.

5. System Value: This activates a Primary Object drop-down list of values in the system from which you may choose.
6. For Invoice Payment Reconciliations, select Invoice Payment Info.

7. Then select an Attribute from the drop-down list that appears.

8. If you select Relationship Attributes, new fields will appear to allow you to select Role, Entity Type, Entity and Attribute, as applicable.

9. When you click CREATE, the attribute you selected will appear in the File Name field. You may click the + button again to add more attributes.

2. Format: Choose TXT or CSV.
3. Delimiter: Choose Pipe or Comma for the file's text delimiter.
4. Should Every Line Item Be Included in This File?
5. If there are conditions in which a line item should be excluded or included, click NO.
6. Click ADD CONDITION.

7. Now click the gray + button to add the Subject of your condition.

8. In the Segment Builder, use the Data Type drop-down box to select "System Value" or "Custom Value." If you chose a System Value, select the Primary Object and its Attribute, then click CREATE.

9. You may enter as many subjects as you want. They will be validated from left to right. You will not be able to enter a comparator without a subject.
10. Now choose a Comparator from the drop-down.

11. Finally, choose the Value. You may add as many conditions as desired.

6. Should This File Include VAT? Choose Yes or No.

When you are ready, click NEXT in the upper right corner.

Add Row & Mapping

Each row on your export spec is the equivalent of a tab on the old rule sheets. Mapping allows you to assign each field in your ERP to one or more fields in Emburse Enterprise.

• If you selected one of the ERP templates, the rows will be prepopulated for you. Click the THREE DOTS button to edit, duplicate or delete a row. You may also click ADD NEW ROW.

1. If you selected a custom template or you want to add a new row to your standard ERP template, click ADD NEW ROW to begin adding the data you want to include in the file.

2. Enter the desired specifications for that row.

1. What Do You Want to Call This Row? The Row Name should be a basic description of the row.
2. How Often Should This Row Be Handled? Use the drop-down to select whether the row should be shown
3. Once Per Expense Report
4. Once Per Line Item
5. Once Per Line Item Allocation
6. Once per VAT Entry (if applicable)
7. Once per File (Header)
8. Once per File (Footer)

3. Do You Always Want to Include This Row? If there are conditions in which a line item should be excluded or included, click NO.

1. Click the gray PLUS button to add the Subject of your condition.

1. In the Segment Builder, use the Data Type drop-down box to select "System Value" or "Custom Value." If you chose a System Value, select the Primary Object and its Attribute, then click CREATE.

1. You may enter as many subjects as you want. They will be validated from left to right. You will not be able to enter a comparator without a subject.
2. Now choose a Comparator from the drop-down.

1. Finally, choose the Value. You may add as many conditions as desired.

4. Map your ERP Fields to Emburse Enterprise Fields: This is where you will tell Emburse Enterprise the name of each field in your ERP and where it should go in Emburse Enterprise. You may concatenate the fields 1-to-1 or you may associate a field from your ERP with multiple fields in Emburse Enterprise.
5. If you selected one of the ERP templates, the ERP fields will already be mapped for each pre-populated row, but you may click the THREE DOTS button to edit them.

6. If you selected a custom template or you are adding a new row to an ERP template, click the THREE DOTS button, then EDIT to activate the ERP Field so you may enter the name of the field in your ERP to which you are mapping a Emburse Enterprise field.

7. If this indicator is blue, the field has conditional logic applied to it. See Add Conditions, below, for more details.

8. Click RE-SEQUENCE ROWS to activate "handles" that will allow you to drag the rows into a new order.

9. Click the THREE DOTS button to...
10. Edit: Change the Emburse Enterprise field(s) to which that ERP field maps.
11. Add Conditions: Add conditional logic to specify which Emburse Enterprise fields are returned. The Catch-All section allows you to set a default value in case no other conditions are met or provided.
12. Click ADD EXPRESSION to add more IFs to the condition.
13. Use the ADD CONDITIONS button to add multiple conditions to the ERP field.
14. Click DELETE ALL CONDITIONS to remove them.

15. Duplicate: Make a copy of the entire row.
16. Delete Emburse Enterprise Fields: Preserve the sequence of fields without mapping that ERP field to a field in Emburse Enterprise.
17. Delete Row: Remove the entire row.

When you are done mapping all the fields for that row, click SAVE.

3. If desired, you may rearrange the rows by clicking one so that it turns blue, then dragging it to the desired place in the list.

4. When you have added and ordered all the desired rows, click NEXT.

File Summary

In this step, you can review all the choices you made for the export spec, check for mistakes or blank fields, and make any necessary corrections before your run it for the first time.

Click VIEW PROPERTIES on each row to review the way it is formatted.

If you need to edit a row, click ADD ROW & MAPPING and then click the pencil icon on the desired row.

When all the rows are formatted correctly, click FINISH.

You will see a message confirming the creation of your new export spec.