The Financial API - Vouchers & Payables allow administrators to manage payable transactions within the Equus Platform, including voucher tracking, payment processing, and status updates. This API ensures seamless integration with external accounting systems, enabling accurate reconciliation and financial transparency.
The API is designed to automate data exchange between Equus and accounting platforms, eliminating manual processes and reducing reconciliation errors. Voucher ID tracking, payment validation, and cross-system mapping are handled externally by the middleware or client-developed financial platform.
This integration supports a two-way data exchange, allowing:
Outbound data transfer: Equus sends voucher and payable data via scheduled web requests
Inbound updates: Businesses can PATCH voucher status and payment details back into Equus to confirm updates in external financial systems
Supported Operations
The API supports GET and PATCH methods for managing vouchers and payables.
API Endpoints
Method | Endpoint | Description |
GET | /vouchers/{id} | Retrieve a specific voucher |
GET | /vouchers | Retrieve all vouchers (paginated) |
PATCH | /vouchers/{id} | Update voucher status |
Data Model
Vouchers
Field | Type | Description |
voucherId | Integer | Unique identifier for the voucher |
employeeId | Integer | Associated employee ID |
totalAmount | Decimal | Total amount of the voucher |
status | String | Current status of the voucher |
Integration with User Report Scheduler
The User Report Scheduler can be leveraged to automate the export of voucher and payables data from Equus to an external financial system via scheduled web requests.
When configuring voucher exports using the User Report Scheduler, administrators can:
Schedule reports at custom intervals (hourly, daily, etc.).
Configure JSON payload formats that match external system expectations.
Define a target URL for automated report deliveries.
For detailed instructions on how to configure scheduled reports for financial data, refer to the User Report Scheduler documentation.
Vouchers & Payables Workflow
Update Voucher Status Upon Receipt in Accounting System - Once voucher data has been exported from the Equus Platform, the voucher status will be updated via a PATCH request to confirm receipt in the accounting system. The Voucher ID must be stored in the accounting system for future updates.
Record Voucher Payment - When the voucher is paid, the 'voucherPayment' details will be updated in Equus using a PATCH request. If both voucher ID and 'voucherPayment ID' are stored, they will be updated directly. Otherwise, GET requests will be used to retrieve the necessary IDs before updating.
Voucher Status Finalized & Cost Updated - Once the voucher is fully paid or denied, a final PATCH request will be sent to update the voucher status. If exchange rates caused a payment amount change, the 'totalCostMode' and 'totalCostAmount' fields will be updated. Note - Equus will not automatically adjust exchange rates; this must be handled externally.
Logging & Error Handling
For tracking the status of outbound requests and updates, the system logs the following:
Field | Type | Description |
WEBHOOK_PROFILE_ID
| Integer | Reference to webhook profile |
TARGET_URL | String | Destination URL for web request |
REQUEST_BODY | String | JSON payload sent |
HTTP_METHOD | String | HTTP verb used (POST, PATCH) |
MAX_RETRIES | Integer | Maximum retry attempts |
RETRY_COUNT | Integer | Number of retries performed |
LAST_RESPONSE_STATUS_CODE | Integer | Last HTTP status received |
LAST_RETRY_FAILURE_MESSAGE | String | Error details if last attempt failed |
Things to Note
The 'voucherStatusId' is treated as a lookup attribute, allowing API users to retrieve or update status values using both ID and display values. The API does not support deleting vouchers, and updates must be made via PATCH requests
The client’s financial platform or middleware is responsible for tracking and mapping voucher IDs, payment records, accounts, vendors, and company details. Cross-system record mapping, such as tax groups, charge codes, and categories, must be handled outside of the Equus Platform. Any currency conversions required for processing payments must be managed by the financial platform
The API only allows PATCH updates for specific fields, ensuring that existing financial data remains accurate and unchanged. Payments should always be applied based on pre-configured financial rules to maintain accuracy
Security & Access Control
Access to the Financial API requires an API Subscription and Permission Set, ensuring that only authorized users can retrieve and update financial data. The feature still observes access and user roles as part of its configuration and security measures.
For further details or integration support, please contact your Equus representative.