In Candis, you can export reimbursements to your accounting software in two ways: as a bulk invoice or as individual items.
This article explains the differences, when to use each option, and how to choose the right setting.
Both export types work with all integrations Candis offers – including DATEV, SAP Business One, Microsoft Dynamics 365 Business Central, Sage 100, and others.
The two export types compared
Export as individual items (default setting)
When exporting as individual items, Candis transfers each receipt of a reimbursement as its own document. This is the default setting in Candis and remains active as long as you do not enable the bulk invoice export.
Each receipt keeps its original receipt data (date, amount, category).
Candis uses the receipt data of each individual document for the export – in particular the invoice date as the booking date.
In your accounting software, one booking entry per receipt is created.
There is no cover sheet and no consolidated document number.
Export as bulk invoice
When exporting as a bulk invoice, Candis combines all receipts of a reimbursement into a single document. The document includes a cover sheet as the first page, followed by all related receipts.
Each bulk invoice receives one document number, which appears as the invoice number in your accounting software.
You can optionally define a prefix for the document number (for example
CAN0000011).Candis uses the submission date as the receipt date for the export – not the dates of the individual receipts.
In your accounting software, one booking entry per reimbursement is created.
Suitable for: Companies that want to book reimbursements as a single transaction and keep the number of booking entries in their accounting software low.
Setting the export type
By default, Candis exports reimbursements as individual items. You can enable the bulk invoice export instead. This setting applies to all future exports.
Open Settings in the left-hand navigation.
Select the Travel + Expenses area.
Enable the option Export reimbursement as bulk invoice to use the bulk invoice export. Disable the option to return to the default individual items setting.
Optionally define a prefix for the document number (for example
CAN).
Tip: Once a reimbursement has been approved, Candis automatically assigns the next sequential document number with your prefix when bulk invoice export is enabled.
Exporting reimbursements
In the export area, you see both export types separated from each other.
Open the Export area in the left-hand navigation.
Switch to the Travel + Expenses tab.
Select the Bulk invoices tab to see reimbursements that will be exported as a single document.
Select the Individual items tab to see reimbursements that will be exported as separate receipts.
Select the desired entries and start the export.
Note: Even with the bulk invoice export enabled, Candis can automatically move individual reimbursements to the Individual items tab – see the section on the file size limit.
Special case: file size limit exceeded
DATEV and other accounting systems limit the maximum file size per document to 20 MB. If the total size of all receipts in a reimbursement exceeds this limit, Candis cannot export the reimbursement as a bulk invoice.
In this case:
Candis displays a notice in the export area: "Some bulk invoices exceed DATEV's file size limit."
The affected reimbursement automatically appears in the Individual items tab.
Each receipt is exported separately, even if bulk invoice is set as the default.
Tip: If you still want to export the reimbursement as a bulk invoice, open it and replace large receipt files with smaller versions (for example a compressed PDF). Once the total size is below 20 MB, Candis moves the reimbursement back to the Bulk invoices tab.