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Export API Workflow

This topic explains the Export API workflow:

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Note: This workflow explains a usual course of export functionality and does not include exceptional scenarios.

  1. A user selects specific accounting entries for export from Pleo to an external ERP/accounting system.

  2. The accounting entries are transformed to exportable data items and packaged as export items.

  3. At this stage, an export job is initiated in the pending status.

  4. If the external ERP/accounting system sends a request to the GET Get a list of Export Jobs with company_id and pending status in the query parameters, the endpoint response sends a list of export jobs awaiting in the pending status; the endpoint response also contains the corresponding export job IDs.
    If no export job is available in the pending status, no response is sent.

  5. The export job now begins to transfer the export items from Pleo to the ERP/accounting system.

  6. Simultaneously, the external ERP/accounting system sends a request to the POST Create Export Job Event endpoint with started as the value for event parameter.

    This changes the state of the pending export job to in_progress state.

  7. At the end of the export, the export job could have either of the following status:

    • failed: The export items could not be transferred to the ERP/accounting system. If the export job has failed, failureReason and failureReasonType are additional parameters that the ERP/accounting system specify while sending a request to the POST Create Export Job Event endpoint to update the status of the corresponding export job.
    • completed: The export job is successfully completed and all the export items have been transferred to the ERP/accounting system.
    • completed_with_errors: Some export items have been exported, while some could not.
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      Note: If the export job has completed status, each accounting entry is assigned an exportedAt, externalId, and externalUrl - this information is returned in the GET Get Export Job Items endpoint response.

The Pleo application also accordingly updates the export workflow status:

  • All successfully exported accounting entries are moved to the Exported tab.
  • The accounting entries that could not be exported remain in the Export queue.
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Note: A couple of important pointers:

  • If the external ERP/accounting system sends a request to the GET Get Export Items endpoint, specifying a certain export job ID, it returns a list of accounting entries that have been selected for export in a specific export job. The endpoint response informs you about the accounting entries that are selected for export in an export job.
  • Send a request to the PUT Update Export Job Items to modify details of accounting entries that either have been successfully exported to the ERP/accounting system (for successful status), not yet exported (for pending and in_progress status), or not exported (for failed and abandoned status).