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Accounting period assignment ensures Export Items are posted into the correct financial period according to both Pleo configuration and Accounting System rules.

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Prerequisites

Before you begin:

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Relevant Export Item Fields

  {
      "companyId": "12abc3d4-e567-890e-1234-abc56e78fabc",
      "accountingEntryId": "59540ed2-0d68-4e36-9e31-58223975d9e9",
      "type": "card_purchase",
      "subType": null,
      "date": "2025-12-10T15:46:34Z",
      "amount": {
        "inSupplierCurrency": {
          "currency": "GBP",
          "value": 6366
        },
        "inWalletCurrency": {
          "currency": "GBP",
          "value": 6366
        }
      },
      "note": "Printer ink",
      "files": [
        {
          "url": "<string>",
          "type": "image/jpeg",
          "size": 13010
        }
      ],
      "supplier": {
        "code": "1340472473",
        "name": "Target",
        "categoryCode": "1000",
        "country": "GB",
        "account": null,
        "taxIdentifier": null
      },
      "user": {
        "id": "6b71f6bd-e83d-4d49-88ee-2b8cda2d57cf",
        "name": "Luke Richardson",
        "code": null
      },
      "team": {
        "id": "747aaf60-56c6-4b46-ad92-f8a0cb59cf8b",
        "code": "5678",
        "name": "Engineering"
      },
      "accountingEntryLines": [
        {
          "accountingEntryLineId": "0c76ea71-aaaa-4ece-bb68-e1166ccaea04",
          "lineAmount": {
            "inSupplierCurrency": {
              "currency": "GBP",
              "value": 6366
            },
            "inWalletCurrency": {
              "currency": "GBP",
              "value": 6366
            }
          },
          "netAmount": {
            "inSupplierCurrency": {
              "currency": "GBP",
              "value": 6366
            },
            "inWalletCurrency": {
              "currency": "GBP",
              "value": 6366
            }
          },
          "account": {
            "id": "7966c3ba-e4de-4574-8604-6cfa48d62cc8",
            "code": "6990000",
            "name": "Printing & Stationary",
            "identifier": "6990000"
          },
          "tax": {
            "id": "997d8526-5872-484d-ba07-c7a07e08e555",
            "code": "0001",
            "type": "inclusive",
            "amount": {
              "inSupplierCurrency": {
                "currency": "GBP",
                "value": 0
              },
              "inWalletCurrency": {
                "currency": "GBP",
                "value": 0
              }
            },
            "rate": 0.00
          },
          "tags": []
        }
      ],
      "additionalInformation": {
        "reconciliationId": "2500001",
        "reconciledEntries": null,
        "attendees": [],
        "invoiceInformation": null
      },
      "bookkeeping": {
        "method": "journal"
      },
      "vendor": {
        "id": "22e1f2c9-1360-4291-ab41-6b23dcea8888",
        "name": "TestVendor",
        "code": "acc1234",
        "externalId": "ext12345",
        "registrationNumber": "reg001234",
        "taxRegistrationNumber": "taxreg1234",
        "country": "UK",
        "defaultCurrency": "GBP"
      },
      "contraAccount": {
        "id": "993d664c-9b7c-4efc-a677-510e69200857",
        "code": "0876000",
        "name": "0876000_ChartAccounts",
        "identifier": "0876000"
      },
      "_links": {
        "web": {
          "exportItem": "https://app.staging.pleo.io/export/export-item/0c76ea71-aaaa-4ece-bb68-e1166ccaea04"
        }
      },
      "servicePeriod": null
    },
   # [other Export Items omitted for brevity]
   # [Pagination omitted for brevity]

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Expense Date (source date)

This is the transaction date provided by Pleo and represents when the expense occurred. 
"date": "2023-11-07T05:31:56Z"

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Service Period (Optional)

Used for accrual or cost allocation purposes. It does not affect posting date or closed-period handling. 
"servicePeriod": {
  "from": "...",
  "to": "..."
}

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Steps

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1. Determine Posting Date

The Export Item provides two dates:
  • Expense date (exportItem.date) — the transaction date from Pleo, representing when the expense occurred
  • Posting date — the date your integration sends to the Accounting System when creating the entry
By default these are the same: 
postingDate = exportItem.date
The posting date may be adjusted later if the target period is closed (see Steps 3–4).

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2. Attempt Posting

Submit the accounting entry to the Accounting System using the posting date: 
postToAccountingSystem(exportItem, postingDate)
The Accounting System uses the posting date to determine which period the entry belongs to.
  • If the posting succeeds — the period is open and the entry is accepted. Proceed to Step 5.
  • If the posting is rejected due to a closed period — proceed to Step 3.

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3. Handle Closed Period Rejection

A rejection at Step 2 signals that the posting date falls within a period the Accounting System has closed. This is the trigger to apply a closed period strategy. 
if postingRejectedDueToClosedPeriod:
    applyClosedPeriodStrategy()

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4. Apply Closed Period Strategy

The integration must define how to respond when a period is closed. Two options are supported:

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Option A — Adjust posting date and retry

Adjust the posting date to an open period and return to Step 2: 
postingDate = exportDate   # e.g. current date
or 
postingDate = accountingSystem.findNextOpenPeriod(postingDate)
Then retry posting (return to Step 2).

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Option B — Fail the Export Item

If adjustment is disabled or not permitted by the integration configuration: 
markExportItemFailed("Closed accounting period")

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5. Resolve Accounting Period

Once posting succeeds (either directly at Step 2 or after a date adjustment at Step 4), confirm which accounting period the entry has been assigned to using the final posting date: 
period = accountingSystem.resolvePeriod(postingDate)
This is a confirmation step — the Accounting System resolves the period based on the final, possibly adjusted, posting date. If the Accounting System uses non-calendar or custom fiscal periods, use its APIs or configuration to resolve the correct period rather than assuming a standard January–December structure. This may involve:
  • calendar periods (monthly, quarterly)
  • fiscal periods
  • custom accounting calendars

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Result

After completing this step:
  • A valid posting date has been determined
  • Closed period behaviour has been explicitly handled
  • The Accounting System assigns the correct accounting period

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What Comes Next?

this how-to is part of:
AS/ERP Processing Workflow GuideExport Integration Workflow Guide (Step 5)