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Rcti template for Export

hello and welcome to being works University this lesson will focus on exporting approved invoices and being works which is usually done by the accounting team this is a longer lesson with lots of information so we recommend pausing to try the steps we explain as you learn once an invoice is fully approved it's ready to be exported from been-- works and imported into your ERP to view approved invoices ready for export go to the export tab your erp mayor a batch name and/or a post month value to be set before you export if you see the options on the right side of the export tab then make sure that you have set the values for them for the invoices you are exporting if you do not see these fields then they are not required if you have only mine selected you will only see approved invoices which you originally submitted for approval but if you uncheck only mine you'll see all approved invoices you have access to it is more common to leave this option unchecked also if your ERP uses batches make sure to review the beam works University training lesson on setting up custom filters to learn how you can set up filters to export invoices that need to be in the same batch in your ERP we recommend reviewing your approved invoices before exporting you can start this process by double clicking on the row of the first invoice you want to export or by clicking on the view details button this will bring you into the details view of the invoice there is some image functionality available to you such as adding pages rotating or reordering them if you need more information about how to work with the invoice pages please review the section on invoice images in the coding invoices video tutorial a small reminder if you make any changes to the invoice pages you must remember to save them using the image Save button once you're finished if you find there's a mistake on the invoice such as an incorrect image or an error in the coding that wasn't spotted by the approvers you can reset the invoice so the person who submitted it for approval can correct it and resubmit to reset an invoice click on actions and reset you're required to leave a comment as to why you're resetting the invoice this comment should be as descriptive of the issue as possible to complete the action okay let's export some invoices that are fully reviewed to do this select the invoices you wish to export using either the checkboxes or by holding down ctrl or shift while you select rows with your mouse and go to the actions drop-down and select export be careful if you're only exporting some invoices that you don't accidentally move your mouse down to the export all option if you do want to export all approved invoices then feel free to use the export all function without selecting any invoices beforehand there are three options when exporting you can export data PDF or both data and PDF beam works always recommends the third option for normal invoices if you select PDF only beam Works will generate a PDF data entry report of the invoices but this does not generate a data file for your ERP you should use this option only if you need to manually data enter your invoices or you do not want to create a data file of invoices for importing into your ERP typically this only happens in rare cases where the invoices may already be in your ERP the second option is to generate the data for your ERP without a PDF backup report again not recommended the final option which is always recommended for normal exports is to export both the PDF report and the configured data for your ERP at the same time the data is configured for your ERP which may be sent to your ERP automatically or may appear as a download from beam works then you save that file locally and then upload it to your ERP manually if you do not get a file when you export then chances are the file is being sent automatically to be synced to your ERP a good indicator if you are the latter is if you have installed a beam works sync tool or have an API ERP connections such as 0 or QuickBooks Online ask your implementation specialist if you're not sure what is supposed to happen when you export if you use a beam work sync tool then the next step will be to run that sync tool to bring the invoices into your ERP we have specific tutorials on how to do this so please review that lesson next to complete the process if you have an API connection such as 0 or QBO your invoice is transferring instantly without you needing to do anything if your export generated a data file you need to save that file and then upload it into your ERP manually if you need to download a PDF backup report or data file you export it previously but if misplaced you can retrieve previous export history by going to actions and view export history from the export tab if you open your export history and see the options undo or force please contact beam work support before using either of them as they should only be used in very specific circumstances almost all invoices once exported will change status to export it you can find all your exporting invoices in the archive tab if you use a sink tool or have an API connection to your ERP make sure to review the tutorial about your ERP connection to learn how to deal with the sink error or se status invoices okay so that completes our lesson on exporting and beam works thank you for taking the time to watch this training lesson this is one of the most complicated areas of beam works so make sure to email your implementation specialist if you have any questions or contact being work support at support of beam marks com [Music]