Accounting Exports - Entity | Meander Platform

Description

Records each batch export of approved expenses and reimbursements to an external accounting system (Xledger, Dynamics/Visma). Tracks export status, line-item results, and external reference IDs for idempotent re-exports and audit compliance.

Data Structure

Name	Type	Description	Constraints
`id`	`uuid`	Unique identifier for the export batch	PKrequiredunique
`organization_id`	`uuid`	Organization that owns this export batch (foreign key to organizations)	required
`provider`	`enum`	Target accounting system provider	required
`status`	`enum`	Current status of the export batch	required
`export_type`	`enum`	Type of data being exported	required
`period_start`	`datetime`	Start date of the reporting period covered by this export	required
`period_end`	`datetime`	End date of the reporting period covered by this export	required
`total_items`	`integer`	Total number of line items included in the export batch	required
`successful_items`	`integer`	Number of line items successfully exported to the accounting system	required
`failed_items`	`integer`	Number of line items that failed to export	required
`total_amount`	`decimal`	Total monetary amount of the exported batch in NOK	required
`external_batch_id`	`string`	Reference ID returned by the external accounting system for this batch	-
`line_items`	`json`	Array of per-item export results with reimbursement_id, external_reference_id, status, and error_message	-
`field_mapping_snapshot`	`json`	Snapshot of the expense-type-to-account-code mappings used at export time for audit reproducibility	-
`error_details`	`text`	Error message or details if the export batch failed or partially failed	-
`format`	`enum`	Output format of the export	required
`file_path`	`string`	Storage path or signed URL for file-based exports (xlsx, csv)	-
`is_dry_run`	`boolean`	Whether this was a preview/dry-run export that did not push to the external system	required
`initiated_by`	`uuid`	User ID of the administrator who initiated the export	required
`started_at`	`datetime`	Timestamp when export processing began	-
`completed_at`	`datetime`	Timestamp when export processing finished (success or failure)	-
`created_at`	`datetime`	Record creation timestamp	required
`updated_at`	`datetime`	Record last update timestamp	required

Database Indexes

idx_accounting_exports_organization_id

btree

Columns: organization_id

idx_accounting_exports_org_status

btree

Columns: organization_id, status

idx_accounting_exports_org_period

btree

Columns: organization_id, period_start, period_end

idx_accounting_exports_org_provider

btree

Columns: organization_id, provider

idx_accounting_exports_created_at

btree

Columns: created_at

idx_accounting_exports_initiated_by

btree

Columns: initiated_by

idx_accounting_exports_external_batch_id

btree

Columns: external_batch_id

Validation Rules

period_end_after_start error

Validation failed

item_counts_consistency error

Validation failed

valid_organization_reference error

Validation failed

valid_initiator_reference error

Validation failed

total_amount_non_negative error

Validation failed

total_items_minimum error

Validation failed

external_batch_id_on_completion warning

Validation failed

file_path_required_for_file_exports warning

Validation failed

line_items_json_structure error

Validation failed

completed_at_requires_started_at error

Validation failed

Business Rules

organization_scoped_exports

always

All exports must belong to exactly one organization. Queries must always scope by organization_id for multi-tenant isolation.

Enforced by: Accounting API Service Accounting Export Store Bufdir Export Service

idempotent_re_export

on_create

If an export batch with the same organization, provider, period, and export_type already exists in completed status, re-export must attach new external_reference_ids rather than creating duplicate accounting entries. The external_batch_id is used for idempotency checks.

Enforced by: Accounting API Service Accounting API Client

transactional_batch_semantics

on_update

When format is api_push, either all line items in the batch must succeed or the entire batch must be rolled back. Partial pushes set status to partial_failure with per-item error details in line_items JSON.

Enforced by: Accounting API Service Accounting Adapter

approved_reimbursements_only

on_create

Only reimbursements with approved expense_approvals status may be included in an accounting export batch. Pending or rejected expenses must be excluded.

Enforced by: Accounting API Service Bufdir Export Service

mapping_completeness_required

on_create

Export cannot proceed unless all expense types in the batch have valid account-code mappings configured for the target provider. Missing mappings block the export with a descriptive error.

Enforced by: Accounting API Service Accounting Mapping Service

no_deletion_audit_compliance

on_delete

Export records must never be deleted. They serve as an immutable audit trail for financial compliance. Status may be set to cancelled but the record persists.

Enforced by: Accounting Export Store

field_mapping_snapshot_on_create

on_create

At export creation time, the current field mappings must be snapshotted into field_mapping_snapshot so the exact mapping used can be audited later, even if mappings are subsequently changed.

Enforced by: Accounting API Service

role_based_export_access

on_create

Only Organization Admins and Global Admins may initiate accounting exports. Coordinators and Peer Mentors are denied access.

Enforced by: Accounting API Service Bufdir Export Service Accounting Integration Page