From 89ac27e79b1cb3f50022b4cc15dc3353e3aefc52 Mon Sep 17 00:00:00 2001 From: Rushat Gabhane Date: Mon, 29 Jul 2024 15:56:56 +0300 Subject: [PATCH 1/5] fix case --- docs/_includes/section.html | 12 +- .../netsuite/Configure-Netsuite.md | 6 + .../netsuite/Connect-to-NetSuite.md | 375 ++++++++++++++++++ .../netsuite/Netsuite-Troubleshooting.md | 6 + .../Configure-Quickbooks-Online.md | 6 + .../Connect-to-QuickBooks-Online.md | 136 +++++++ .../Quickbooks-Online-Troubleshooting.md | 6 + .../sage-intacct/Configure-Sage-Intacct.md | 6 + .../sage-intacct/Connect-to-Sage-Intacct.md | 317 +++++++++++++++ .../Sage-Intacct-Troubleshooting.md | 6 + .../connections/xero/Configure-Xero.md | 6 + .../connections/xero/Connect-to-Xero.md | 106 +++++ .../connections/xero/Xero-Troubleshooting.md | 6 + 13 files changed, 987 insertions(+), 7 deletions(-) create mode 100644 docs/articles/new-expensify/connections/netsuite/Configure-Netsuite.md create mode 100644 docs/articles/new-expensify/connections/netsuite/Connect-to-NetSuite.md create mode 100644 docs/articles/new-expensify/connections/netsuite/Netsuite-Troubleshooting.md create mode 100644 docs/articles/new-expensify/connections/quickbooks-online/Configure-Quickbooks-Online.md create mode 100644 docs/articles/new-expensify/connections/quickbooks-online/Connect-to-QuickBooks-Online.md create mode 100644 docs/articles/new-expensify/connections/quickbooks-online/Quickbooks-Online-Troubleshooting.md create mode 100644 docs/articles/new-expensify/connections/sage-intacct/Configure-Sage-Intacct.md create mode 100644 docs/articles/new-expensify/connections/sage-intacct/Connect-to-Sage-Intacct.md create mode 100644 docs/articles/new-expensify/connections/sage-intacct/Sage-Intacct-Troubleshooting.md create mode 100644 docs/articles/new-expensify/connections/xero/Configure-Xero.md create mode 100644 docs/articles/new-expensify/connections/xero/Connect-to-Xero.md create mode 100644 docs/articles/new-expensify/connections/xero/Xero-Troubleshooting.md diff --git a/docs/_includes/section.html b/docs/_includes/section.html index cd48a40585be..6bb24adbb496 100644 --- a/docs/_includes/section.html +++ b/docs/_includes/section.html @@ -15,12 +15,10 @@

- {% if section.articles %} - {% assign sortedArticles = section.articles | sort: 'order', 'last' | default: 999 %} - {% for article in sortedArticles %} - {% assign article_href = section.href | append: '/' | append: article.href %} - {% include article-card.html hub=hub.href href=article_href title=article.title platform=activePlatform %} - {% endfor %} - {% endif %} + {% assign sortedArticles = section.articles %} + {% for article in sortedArticles %} + {% assign article_href = section.href | append: '/' | append: article.href %} + {% include article-card.html hub=hub.href href=article_href title=article.title platform=activePlatform %} + {% endfor %}
diff --git a/docs/articles/new-expensify/connections/netsuite/Configure-Netsuite.md b/docs/articles/new-expensify/connections/netsuite/Configure-Netsuite.md new file mode 100644 index 000000000000..7ae0aa577468 --- /dev/null +++ b/docs/articles/new-expensify/connections/netsuite/Configure-Netsuite.md @@ -0,0 +1,6 @@ +--- +title: Configure Netsuite +description: Coming soon +--- + +# Coming soon diff --git a/docs/articles/new-expensify/connections/netsuite/Connect-to-NetSuite.md b/docs/articles/new-expensify/connections/netsuite/Connect-to-NetSuite.md new file mode 100644 index 000000000000..7cf70cca5abc --- /dev/null +++ b/docs/articles/new-expensify/connections/netsuite/Connect-to-NetSuite.md @@ -0,0 +1,375 @@ +--- +title: Connect to NetSuite +description: Integrate NetSuite with Expensify +order: 1 +--- + +# Connect to NetSuite + +## Overview +Expensify’s integration with NetSuite allows you to sync data between the two systems. Before you start connecting Expensify with NetSuite, there are a few things to note: + +- You must use NetSuite administrator credentials to initiate the connection +- A Control Plan in Expensify is required to integrate with NetSuite +- Employees don’t need NetSuite access or a NetSuite license to submit expense reports and sync them to NetSuite +- Each NetSuite subsidiary must be connected to a separate Expensify workspace +- The workspace currency in Expensify must match the NetSuite subsidiary's default currency + +## Step 1: Install the Expensify Bundle in NetSuite +1. While logged into NetSuite as an administrator, go to **Customization > SuiteBundler > Search & Install Bundles**, then search for “Expensify” +2. Click on the Expensify Connect bundle (Bundle ID 283395) +3. Click **Install** +4. If you already have the Expensify Connect bundle installed, head to **Customization > SuiteBundler > Search & Install Bundles > List**, and update it to the latest version +5. Select "Show on Existing Custom Forms" for all available fields + +## Step 2: Enable Token-Based Authentication +1. In NetSuite, go to **Setup > Company > Enable Features > SuiteCloud > Manage Authentication** +2. Make sure “Token Based Authentication” is enabled +3. Click **Save** + + +## Step 3: Add Expensify Integration Role to a User +1. In NetSuite, head to **Lists > Employees**, and find the user who you would like to add the Expensify Integration role to. The user you select must at least have access to the permissions included in the Expensify Integration Role, and Admin access works too, but Admin access is not required. +2. Click **Edit > Access**, then find the Expensify Integration role in the dropdown and add it to the user +3. Click **Save** + +Remember that Tokens are linked to a User and a Role, not solely to a User. It’s important to note that you cannot establish a connection with tokens using one role and then switch to another role afterward. Once you’ve initiated a connection with tokens, you must continue using the same token/user/role combination for all subsequent sync or export actions. + +## Step 4: Create Access Tokens +1. In NetSuite, enter “page: tokens” in the Global Search +2. Click **New Access Token** +3. Select Expensify as the application (this must be the original Expensify integration from the bundle) +4. Select the role Expensify Integration +5. Click **Save** +6. Copy and paste the token and token ID to a saved location on your computer (this is the only time you will see these details) + +## Step 5: Confirm Expense Reports are enabled in NetSuite +Expense Reports must be enabled in order to use Expensify’s integration with NetSuite. + +1. In NetSuite, go to **Setup > Company > Enable Features > Employees** +2. Confirm the checkbox next to "Expense Reports" is checked +3. If not, click the checkbox and then click **Save** to enable Expense Reports + +## Step 6: Confirm Expense Categories are set up in NetSuite +Once Expense Reports are enabled, Expense Categories can be set up in NetSuite. Expense Categories are synced to Expensify as Categories. Each Expense Category is an alias mapped to a General Ledger account so that employees can more easily categorize expenses. + +1. In NetSuite, go to **Setup > Accounting > Expense Categories** (a list of Expense Categories should show) +2. If no Expense Categories are visible, click **New** to create new ones + +## Step 7: Confirm Journal Entry Transaction Forms are Configured Properly +1. In NetSuite, go to **Customization > Forms > Transaction Forms** +2. Click **Customize** or **Edit** next to the Standard Journal Entry form +3. Click **Screen Fields > Main**. Please verify the “Created From” label has “Show” checked and the "Display Type" is set to "Normal" +4. Click the sub-header **Lines** and verify that the “Show” column for “Receipt URL” is checked +5. Go to **Customization > Forms > Transaction Forms** and ensure that all other transaction forms with the journal type have this same configuration + +## Step 8: Confirm Expense Report Transaction Forms are Configured Properly +1. In NetSuite, go to **Customization > Forms > Transaction Forms** +2. Click **Customize** or **Edit** next to the Standard Expense Report form, then click **Screen Fields > Main** +3. Verify the “Created From” label has “Show” checked and the "Display Type" is set to "Normal" +4. Click the second sub-header, **Expenses**, and verify that the "Show" column for "Receipt URL" is checked +5. Go to **Customization > Forms > Transaction Forms** and ensure that all other transaction forms with the expense report type have this same configuration + +## Step 9: Confirm Vendor Bill Transactions Forms are Configured Properly +1. In NetSuite, go to **Customization > Forms > Transaction Forms** +2. Click **Customize** or **Edit** next to your preferred Vendor Bill form +3. Click **Screen Fields > Main** and verify that the “Created From” label has “Show” checked and that Departments, Classes, and Locations have the “Show” label unchecked +4. Under the **Expenses** sub-header (make sure to click the “Expenses” sub-header at the very bottom and not “Expenses & Items”), ensure “Show” is checked for Receipt URL, Department, Location, and Class +5. Go to **Customization > Forms > Transaction Forms** and ensure that all other transaction forms with the vendor bill type have this same configuration + +## Step 10: Confirm Vendor Credit Transactions Forms are Configured Properly +1. In NetSuite, go to **Customization > Forms > Transaction Forms** +2. Click **Customize** or **Edit** next to your preferred Vendor Credit form, then click **Screen Fields > Main** and verify that the “Created From” label has “Show” checked and that Departments, Classes, and Locations have the “Show” label unchecked +3. Under the **Expenses** sub-header (make sure to click the “Expenses” sub-header at the very bottom and not “Expenses & Items”), ensure “Show” is checked for Receipt URL, Department, Location, and Class +4. Go to **Customization > Forms > Transaction Forms** and ensure that all other transaction forms with the vendor credit type have this same configuration + +## Step 11: Set up Tax Groups (only applicable if tracking taxes) +Expensify imports NetSuite Tax Groups (not Tax Codes), which you can find in NetSuite under **Setup > Accounting > Tax Groups**. + +Tax Groups are an alias for Tax Codes in NetSuite and can contain one or more Tax Codes (Please note: for UK and Ireland subsidiaries, please ensure your Tax Groups do not have more than one Tax Code). We recommend naming Tax Groups so your employees can easily understand them, as the name and rate will be displayed in Expensify. + +To set up Tax Groups in NetSuite: + +1. Go to **Setup > Accounting > Tax Groups** +2. Click **New** +3. Select the country for your Tax Group +4. Enter the Tax Name (this is what employees will see in Expensify) +5. Select the subsidiary for this Tax Group +6. Select the Tax Code from the table you wish to include in this Tax Group +7. Click **Add** +8. Click **Save** +9. Create one NetSuite Tax Group for each tax rate you want to show in Expensify + +Ensure Tax Groups can be applied to expenses by going to **Setup > Accounting > Set Up Taxes** and setting the Tax Code Lists Include preference to “Tax Groups And Tax Codes” or “Tax Groups Only.” If this field does not display, it’s not needed for that specific country. + +## Step 12: Connect Expensify to NetSuite +1. Log into Expensify as a workspace admin +2. Click your profile image or icon in the bottom left menu +3. Scroll down and click **Workspaces** in the left menu +4. Select the workspace you want to connect to NetSuite +5. Click **More features** in the left menu +6. Scroll down to the Integrate section and enable Accounting +7. Click **Accounting** in the left menu +8. Click **Set up** next to NetSuite +9. Click **Next** until you reach setup step 5 (If you followed the instructions above, then the first four setup steps will be complete) +10. On setup step 5, enter your NetSuite Account ID, Token ID, and Token Secret (the NetSuite Account ID can be found in NetSuite by going to **Setup > Integration > Web Services Preferences**) +11. Click **Confirm** to complete the setup + +After completing the setup, the NetSuite connection will sync. It can take 1-2 minutes to sync with NetSuite. + +Once connected, all reports exported from Expensify will be generated in NetSuite using SOAP Web Services (the term NetSuite employs when records are created through the integration). + +## FAQ +### What type of Expensify plan is required to connect to NetSuite? +You need a Control workspace to integrate with NetSuite. If you have a Collect workspace, you will need to upgrade to Control. + +### Page size +Make sure your page size is set to 1000 in NetSuite for importing your customers and vendors. Go to **Setup > Integration > Web Services Preferences** and search **Page Size** to determine your page size. + + +# Configure NetSuite integration +## Step 1: Configure import settings + +The following section will help you determine how data will be imported from NetSuite into Expensify. To change your import settings, navigate to the Accounting settings for your workspace, then click **Import** under the NetSuite connection. + +### Expense Categories +Your NetSuite Expense Categories are automatically imported into Expensify as categories. This cannot be amended, and any new categories you'd like to add must be added as Expense Categories in NetSuite. + +Once imported, you can turn specific Categories on or off under **Settings > Workspaces > [Workspace Name] > Categories**. + +### Departments, Classes, and Locations +The NetSuite integration allows you to import departments, classes, and locations from NetSuite into Expensify as Tags, Report Fields, or using the NetSuite Employee Default. + +- **NetSuite Employee Default:** If default Department, Class, and Locations have been configured on NetSuite employee records, then you can choose to have the NetSuite employee default applied upon export from Expensify to NetSuite. With this selection, employees will not make a selection in Expensify. +- **Tags:** Employees can select the department, class, or location on each individual expense. If the employee's NetSuite employee record has a default value, then each expense will be defaulted to that tag upon creation, with the option for the employee to select a different value on each expense. +- **Report Fields:** Employees can select one department/class/location for each expense report. + + +New departments, classes, and locations must be added in NetSuite. Once imported, you can turn specific tags on or off under **Settings > Workspaces > [Workspace Name] > Tags**. You can turn specific report fields on or off under **Settings > Workspaces > [Workspace Name] > Report Fields**. + +### Customers and Projects +The NetSuite integration allows you to import customers and projects into Expensify as Tags or Report Fields. + +- **Tags:** Employees can select the customer or project on each individual expense. +- **Report Fields:** Employees can select one department/class/location for each expense report. + +New customers and projects must be added in NetSuite. Once imported, you can turn specific tags on or off under **Settings > Workspaces > [Workspace Name] > Tags**. You can turn specific report fields on or off under **Settings > Workspaces > [Workspace Name] > Report Fields**. + +When importing customers or projects, you can also choose to enable **Cross-subsidiary customers/projects**. This setting allows you to import Customers and Projects across all NetSuite subsidiaries to a single Expensify workspace. This setting requires you to enable “Intercompany Time and Expense” in NetSuite. To enable that feature in NetSuite, go to **Setup > Company > Setup Tasks: Enable Features > Advanced Features**. + +### Tax +The NetSuite integration allows users to apply a tax rate and amount to each expense for non-US NetSuite subsidiaries. To do this, import Tax Groups from NetSuite: + +1. In NetSuite, head to **Setup > Accounting > Tax Groups** +2. Once imported, go to the NetSuite connection configuration page in Expensify (under **Settings > Workspaces > [Workspace Name] > Accounting > NetSuite > Import**) +3. Enable Tax +4. Go back to the Accounting screen, click the three dots next to NetSuite, and click **Sync now** +5. All Tax Groups for the connected NetSuite subsidiary will be imported to Expensify as taxes. +6. After syncing, go to **Settings > Workspace > [Workspace Name] > Tax** to see the tax groups imported from NetSuite + +### Custom Segments +You can import one or more Custom Segments from NetSuite for selection in Expensify. To add a Custom Segment to your Expensify workspace: + +1. Go to **Settings > Workspaces > [Workspace Name] > Accounting** +2. Click **Import** under NetSuite +3. Click **Custom segments/records** +4. Click **Add custom segment/record** + +From there, you'll walk through a simple setup wizard. You can find detailed instructions below for each setup step. + +1. In Step 1, you'll select whether you'd like to import a custom segment or a custom record. For a Custom Segment, continue. We have separate instructions for [Custom Records](link) and [Custom Lists](link). +2. **Segment Name** + a. Log into NetSuite as an administrator + b. Go to **Customization > Lists, Records, & Fields > Custom Segments** + c. You’ll see the Segment Name on the Custom Segments page +3. Internal ID + a. Ensure you have internal IDs enabled in NetSuite under **Home > Set Preferences** + b. Navigate back to the **Custom Segments** page + c. Click the **Custom Record Type** link + d. You’ll see the Internal ID on the Custom Record Type page +4. **Script ID/Field ID** + a. If configuring Custom Segments as Report Fields, use the Field ID on the Transactions tab (under **Custom Segments > Transactions**). If no Field ID is shown, use the unified ID (just called “ID” right below the “Label”). + b. If configuring Custom Segments as Tags, use the Field ID on the Transaction Columns tab (under **Custom Segments > Transaction Columns**). If no Field ID is shown, use the unified ID (just called “ID” right below the “Label”). + c. Note that as of 2019.1, any new custom segments that you create automatically use the unified ID, and the "Use as Field ID" box is not visible. If you are editing a custom segment definition that was created before 2019.1, the "Use as Field ID" box is available. To use a unified ID for the entire custom segment definition, check the "Use as Field ID" box. When the box is checked, no field ID fields or columns are shown on the Application & Sourcing subtabs because one ID is used for all fields. +5. Select whether you'd like to import the custom segment as Tags or Report Fields +6. Finally, confirm that all the details look correct + +**Note:** Don’t use the “Filtered by” feature available for Custom Segments. Expensify can’t make these dependent on other fields. If you do have a filter selected, we suggest switching that filter in NetSuite to “Subsidiary” and enabling all subsidiaries to ensure you don’t receive any errors upon exporting reports. + +### Custom Records +You can import one or more Custom Records from NetSuite for selection in Expensify. To add a Custom Record to your Expensify workspace: + +1. Go to **Settings > Workspaces > [Workspace Name] > Accounting** +2. Click **Import** under NetSuite +3. Click **Custom segments/records** +4. Click **Add custom segment/record** + +From there, you'll walk through a simple setup wizard. You can find detailed instructions below for each setup step. + +1. In Step 1, you'll select whether you'd like to import a custom segment or a custom record. For a Custom Record, continue. We have separate instructions for [Custom Segments](link) and [Custom Lists](link). +2. **Segment Name** + a. Log into NetSuite as an administrator + b. Go to **Customization > Lists, Records, & Fields > Custom Segments** + c. You’ll see the Custom Record Name on the Custom Segments page +3. **Internal ID** + a. Make sure you have Internal IDs enabled in NetSuite under **Home > Set Preferences** + b. Navigate back to the **Custom Segment** page + c. Click the **Custom Record Type** hyperlink + d. You’ll see the Internal ID on the Custom Record Type page +4. **Transaction Column ID** + a. If configuring Custom Records as Report Fields, use the Field ID on the Transactions tab (under **Custom Segments > Transactions**). + b. If configuring Custom Records as Tags, use the Field ID on the Transaction Columns tab (under **Custom Segments > Transaction Columns**). +5. Select whether you'd like to import the custom record as Tags or Report Fields +6. Finally, confirm that all the details look correct + +### Custom Lists +You can import one or more Custom Lists from NetSuite for selection in Expensify. To add a Custom List to your Expensify workspace: + +1. Go to **Settings > Workspaces > [Workspace Name] > Accounting** +2. Click **Import** under NetSuite +3. Click **Custom list** +4. Click **Add custom list** + +From there, you'll walk through a simple setup wizard. You can find detailed instructions below for each setup step. + +1. In Step 1, you'll select which Custom List you'd like to import from a pre-populated list +2. **Transaction Line Field ID** + a. Log into NetSuite as an admin + b. Search **“Transaction Line Fields”** in the global search + c. Click into the desired Custom List + d. You'll find the transaction Line Field ID along the left-hand side of the page +3. Select whether you'd like to import the custom list as Tags or Report Fields +4. Finally, confirm that all the details look correct + +From there, you should see the values for the Custom Lists under the Tag or Report Field settings in Expensify. +## Step 2: Configure export settings +There are numerous options for exporting data from Expensify to NetSuite. To access these settings, head to **Settings > Workspaces > [Workspace name] > Accounting** and click **Export** under NetSuite. + +### Preferred Exporter +Any workspace admin can export reports to NetSuite. For auto-export, Concierge will export on behalf of the preferred exporter. The preferred exporter will also be notified of any expense reports that fail to export to NetSuite due to an error. + +### Date +You can choose which date to use for the records created in NetSuite. There are three date options: + +1. **Date of last expense:** This will use the date of the previous expense on the report +2. **Submitted date:** The date the employee submitted the report +3. **Exported date:** The date you export the report to NetSuite + +### Export out-of-pocket expenses as +**Expense Reports** +Out-of-pocket expenses will be exported to NetSuite as expense reports, which will be posted to the payables account designated in NetSuite. + +**Vendor Bills** +Out-of-pocket expenses will be exported to NetSuite as vendor bills. Each report will be posted as payable to the vendor associated with the employee who submitted the report. You can also set an approval level in NetSuite for vendor bills. + +**Journal Entries** +Out-of-pocket expenses will be exported to NetSuite as journal entries. All the transactions will be posted to the payable account specified in the workspace. You can also set an approval level in NetSuite for the journal entries. + +Note: By default, journal entry forms do not contain a customer column, so it is not possible to export customers or projects with this export option. Also, The credit line and header level classifications are pulled from the employee record. + +### Export company card expenses as +**Expense Reports** +To export company card expenses as expense reports, you will need to configure your default corporate cards in NetSuite. To do this, you must select the correct card on the NetSuite employee records (for individual accounts) or the subsidiary record (If you use a non-One World account, the default is found in your accounting preferences). + +To update your expense report transaction form in NetSuite: + +1. Go to **Customization > Forms > Transaction Forms** +2. Click **Edit** next to the preferred expense report form +3. Go to the **Screen Fields > Main** tab +4. Check “Show” for "Account for Corporate Card Expenses" +5. Go to the **Screen Fields > Expenses** tab +6. Check “Show” for "Corporate Card" + +You can also select the default account on your employee record to use individual corporate cards for each employee. Make sure you add this field to your employee entity form in NetSuite. If you have multiple cards assigned to a single employee, you cannot export to each account. You can only have a single default per employee record. + +**Vendor Bills** +Company card expenses will be posted as a vendor bill payable to the default vendor specified in your workspace Accounting settings. You can also set an approval level in NetSuite for the bills. + + +**Journal Entries** +Company Card expenses will be posted to the Journal Entries posting account selected in your workspace Accounting settings. + +Important Notes: + +- Expensify Card expenses will always export as Journal Entries, even if you have Expense Reports or Vendor Bills configured for non-reimbursable expenses on the Export tab +- Journal entry forms do not contain a customer column, so it is not possible to export customers or projects with this export option +- The credit line and header level classifications are pulled from the employee record + +### Export invoices to +Select the Accounts Receivable account where you want your Invoice reports to export. In NetSuite, the invoices are linked to the customer, corresponding to the email address where the invoice was sent. + +### Export foreign currency amount +Enabling this feature allows you to send the original amount of the expense rather than the converted total when exporting to NetSuite. This option is only available when exporting out-of-pocket expenses as Expense Reports. + +### Export to next open period +When this feature is enabled and you try exporting an expense report to a closed NetSuite period, we will automatically export to the next open period instead of returning an error. + + +## Step 3: Configure advanced settings +To access the advanced settings of the NetSuite integration, head to **Settings > Workspaces > [Workspace name] > Accounting** and click **Advanced** under NetSuite. + + +Let’s review the different advanced settings and how they interact with the integration. + +### Auto-sync +We strongly recommend enabling auto-sync to ensure that the information in NetSuite and Expensify is always in sync. The following will occur when auto-sync is enabled: + +**Daily sync from NetSuite to Expensify:** Once a day, Expensify will sync any changes from NetSuite into Expensify. This includes any new, updated, or removed departments/classes/locations/projects/etc. + +**Auto-export:** When an expense report reaches its final state in Expensify, it will be automatically exported to NetSuite. The final state will either be reimbursement (if you reimburse members through Expensify) or final approval (if you reimburse members outside of Expensify). + +**Reimbursement-sync:** If Sync Reimbursed Reports (more details below) is enabled, then we will sync the reimbursement status of reports between Expensify and NetSuite. + +### Sync reimbursed reports +When Sync reimbursed reports is enabled, the reimbursement status will be synced between Expensify and NetSuite. + +**If you reimburse members through Expensify:** Reimbursing an expense report will trigger auto-export to NetSuite. When the expense report is exported to NetSuite, a corresponding bill payment will also be created in NetSuite. + +**If you reimburse members outside of Expensify:** Expense reports will be exported to NetSuite at time of final approval. After you mark the report as paid in NetSuite, the reimbursed status will be synced back to Expensify the next time the integration syncs. + +To ensure this feature works properly for expense reports, make sure that the reimbursement account you choose within the settings matches the default account for Bill Payments in NetSuite. When exporting invoices, once marked as Paid, the payment is marked against the account selected after enabling the Collection Account setting. + +### Invite employees and set approvals +Enabling this feature will invite all employees from the connected NetSuite subsidiary to your Expensify workspace. Once imported, Expensify will send them an email letting them know they’ve been added to a workspace. + +In addition to inviting employees, this feature enables a custom set of approval workflow options, which you can manage in Expensify Classic: + +- **Basic Approval:** A single level of approval, where all users submit directly to a Final Approver. The Final Approver defaults to the workspace owner but can be edited on the people page. +- **Manager Approval (default):** Two levels of approval route reports first to an employee’s NetSuite expense approver or supervisor, and second to a workspace-wide Final Approver. By NetSuite convention, Expensify will map to the supervisor if no expense approver exists. The Final Approver defaults to the workspace owner but can be edited on the people page. +- **Configure Manually:** Employees will be imported, but all levels of approval must be manually configured on the workspace’s People settings page. If you enable this setting, it’s recommended you review the newly imported employees and managers on the **Settings > Workspaces > Group > [Workspace Name] > People** page. + +### Auto-create employees/vendors +With this feature enabled, Expensify will automatically create a new employee or vendor in NetSuite (if one doesn’t already exist) using the name and email of the report submitter. + +### Enable newly imported categories +With this feature enabled, anytime a new Expense Category is created in NetSuite, it will be imported into Expensify as an enabled category. If the feature is disabled, then new Expense Categories will be imported into Expensify as disabled. + +### Setting approval levels +You can set the NetSuite approval level for each different export type: + +- **Expense report approval level:** Choose from "NetSuite default preference," “Only supervisor approved,” “Only accounting approved,” or “Supervisor and accounting approved.” +- **Vendor bill approval level and Journal entry approval level:** Choose from "NetSuite default preference," “Pending approval,” or “Approved for posting.” + +If you have Approval Routing selected in your accounting preference, this will override the selections in Expensify. If you do not wish to use Approval Routing in NetSuite, go to **Setup > Accounting > Accounting Preferences > Approval Routing** and ensure Vendor Bills and Journal Entries are not selected. + +### Custom form ID +By default, Expensify will create entries using the preferred transaction form set in NetSuite. Alternatively, you have the option to designate a specific transaction form to be used. + + + +## FAQ + +### How does Auto-sync work with reimbursed reports? +If a report is reimbursed via ACH or marked as reimbursed in Expensify and then exported to NetSuite, the report is automatically marked as paid in NetSuite. + +If a report is exported to NetSuite, then marked as paid in NetSuite, the report will automatically be marked as reimbursed in Expensify during the next sync. + +### Will enabling auto-sync affect existing approved and reimbursed reports? +Auto-sync will only export newly approved reports to NetSuite. Any reports that were approved or reimbursed before enabling auto-sync will need to be manually exported in order to sync them to NetSuite. + + +### When using multi-currency features in NetSuite, can expenses be exported with any currency? +When using multi-currency features with NetSuite, remember these points: + +**Employee/Vendor currency:** The currency set for a NetSuite vendor or employee record must match the subsidiary currency for whichever subsidiary you export that user's reports to. A currency mismatch will cause export errors. +**Bank Account Currency:** When synchronizing bill payments, your bank account’s currency must match the subsidiary’s currency. Failure to do so will result in an “Invalid Account” error. diff --git a/docs/articles/new-expensify/connections/netsuite/Netsuite-Troubleshooting.md b/docs/articles/new-expensify/connections/netsuite/Netsuite-Troubleshooting.md new file mode 100644 index 000000000000..2ac1aaadbef4 --- /dev/null +++ b/docs/articles/new-expensify/connections/netsuite/Netsuite-Troubleshooting.md @@ -0,0 +1,6 @@ +--- +title: Netsuite Troubleshooting +description: Coming soon +--- + +# Coming soon diff --git a/docs/articles/new-expensify/connections/quickbooks-online/Configure-Quickbooks-Online.md b/docs/articles/new-expensify/connections/quickbooks-online/Configure-Quickbooks-Online.md new file mode 100644 index 000000000000..db050e5be312 --- /dev/null +++ b/docs/articles/new-expensify/connections/quickbooks-online/Configure-Quickbooks-Online.md @@ -0,0 +1,6 @@ +--- +title: Configure Quickbooks Online +description: Coming soon +--- + +# Coming soon diff --git a/docs/articles/new-expensify/connections/quickbooks-online/Connect-to-QuickBooks-Online.md b/docs/articles/new-expensify/connections/quickbooks-online/Connect-to-QuickBooks-Online.md new file mode 100644 index 000000000000..60fdbe94b33b --- /dev/null +++ b/docs/articles/new-expensify/connections/quickbooks-online/Connect-to-QuickBooks-Online.md @@ -0,0 +1,136 @@ +--- +title: Connect to QuickBooks Online +description: Integrate QuickBooks Online with Expensify +order: 1 +--- + +{% include info.html %} +To use the QuickBooks Online connection, you must have a QuickBooks Online account and an Expensify Collect plan. The QuickBooks Self-employed subscription is not supported. +{% include end-info.html %} + +The features available for the Expensify connection with QuickBooks Online vary based on your QuickBooks subscription. The features may still be visible in Expensify even if you don’t have access, but you will receive an error if the feature isn't available with your subscription. + +Here is a list of the features supported by each QuickBooks Online subscription: + +| Feature | Simple Start | Essentials | Essentials Plus | +|----------------------------|--------------|------------|-----------------| +| Expense Reports | ✔ | ✔ | ✔ | +| GL Accounts as Categories | ✔ | ✔ | ✔ | +| Credit Card Transactions | ✔ | ✔ | ✔ | +| Debit Card Transaction | | ✔ | ✔ | +| Classes | | ✔ | ✔ | +| Customers | | ✔ | ✔ | +| Projects | | ✔ | ✔ | +| Vendor Bills | | ✔ | ✔ | +| Journal Entries | | ✔ | ✔ | +| Tax | | ✔ | ✔ | +| Billable | | | ✔ | +| Location | | | ✔ | + +To set up your QuickBooks Online connection, complete the 5 steps below. + +# Step 1: Set up employees in QuickBooks Online + +Log in to QuickBooks Online and ensure all of your employees are setup as either Vendors or Employees using the same email address that they are listed under in Expensify. This process may vary by country, but you can go to **Payroll** and select **Employees** in QuickBooks Online to add new employees or edit existing ones. + +# Step 2: Connect Expensify to QuickBooks Online + +
    +
  1. Click your profile image or icon in the bottom left menu.
    2. +
  2. Scroll down and click Workspaces in the left menu.
    3. +
  3. Select the workspace you want to connect to QuickBooks Online.
    4. +
  4. Click More features in the left menu.
    5. +
  5. Scroll down to the Integrate section and enable the Accounting toggle.
    6. +
  6. Click Accounting in the left menu.
    7. +
  7. Click Set up to the right of QuickBooks Online.
    8. +
  8. Enter your Intuit login details to import your settings from QuickBooks Online to Expensify.
    9. +
+ +![The toggle location to enable accounting integrations like QuickBooks Online]({{site.url}}/assets/images/ExpensifyHelp-QBO-1.png){:width="100%"} + +![How to enable accounting integrations like QuickBooks Online]({{site.url}}/assets/images/ExpensifyHelp-QBO-2.png){:width="100%"} + +![The QuickBooks Online Connect button]({{site.url}}/assets/images/ExpensifyHelp-QBO-3.png){:width="100%"} + +![The QuickBooks Online Connect Accounting button]({{site.url}}/assets/images/ExpensifyHelp-QBO-4.png){:width="100%"} + +![The QuickBooks Online Connect Connect button]({{site.url}}/assets/images/ExpensifyHelp-QBO-5.png){:width="100%"} + + + +# Step 3: Configure import settings + +The following steps help you determine how data will be imported from QuickBooks Online to Expensify. + +
    +
  1. Under the Accounting settings for your workspace, click Import under the QuickBooks Online connection.
    2. +
  2. Review each of the following import settings:
    3. +
      +
    • Chart of accounts: The chart of accounts are automatically imported from QuickBooks Online as categories. This cannot be amended.
      • +
    • Classes: Choose whether to import classes, which will be shown in Expensify as tags for expense-level coding.
      • +
    • Customers/projects: Choose whether to import customers/projects, which will be shown in Expensify as tags for expense-level coding.
      • +
    • Locations: Choose whether to import locations, which will be shown in Expensify as tags for expense-level coding.
      • +{% include info.html %} +As Locations are only configurable as tags, you cannot export expense reports as vendor bills or checks to QuickBooks Online. To unlock these export options, either disable locations import or upgrade to the Control Plan to export locations encoded as a report field. +{% include end-info.html %} +
    • Taxes: Choose whether to import tax rates and defaults.
      • +
    +
+ +# Step 4: Configure export settings + +The following steps help you determine how data will be exported from Expensify to QuickBooks Online. + +
    +
  1. Under the Accounting settings for your workspace, click Export under the QuickBooks Online connection.
    2. +
  2. Review each of the following export settings:
    3. +
      +
    • Preferred Exporter: Choose whether to assign a Workspace Admin as the Preferred Exporter. Once selected, the Preferred Exporter automatically receives reports for export in their account to help automate the exporting process.
      • + +{% include info.html %} +* Other Workspace Admins will still be able to export to QuickBooks Online. +* If you set different export accounts for individual company cards under your domain settings, then your Preferred Exporter must be a Domain Admin. +{% include end-info.html %} + +
    • Date: Choose whether to use the date of last expense, export date, or submitted date.
      • +
    • Export Out-of-Pocket Expenses as: Select whether out-of-pocket expenses will be exported as a check, journal entry, or vendor bill.
      • + +{% include info.html %} +These settings may vary based on whether tax is enabled for your workspace. +* If tax is not enabled on the workspace, you’ll also select the Accounts Payable/AP. +* If tax is enabled on the workspace, journal entry will not be available as an option. If you select the journal entries option first and later enable tax on the workspace, you will see a red dot and an error message under the “Export Out-of-Pocket Expenses as” options. To resolve this error, you must change your export option to vendor bill or check to successfully code and export expense reports. +{% include end-info.html %} + +
    • Invoices: Select the QuickBooks Online invoice account that invoices will be exported to.
      • +
    • Export as: Select whether company cards export to QuickBooks Online as a credit card (the default), debit card, or vendor bill. Then select the account they will export to.
      • +
    • If you select vendor bill, you’ll also select the accounts payable account that vendor bills will be created from, as well as whether to set a default vendor for credit card transactions upon export. If this option is enabled, you will select the vendor that all credit card transactions will be applied to.
      • +
    +
+ +# Step 5: Configure advanced settings + +The following steps help you determine the advanced settings for your connection, like auto-sync and employee invitation settings. + +
    +
  1. Under the Accounting settings for your workspace, click Advanced under the QuickBooks Online connection.
    2. +
  2. Select an option for each of the following settings:
    3. +
      +
    • Auto-sync: Choose whether to enable QuickBooks Online to automatically communicate changes with Expensify to ensure that the data shared between the two systems is up-to-date. New report approvals/reimbursements will be synced during the next auto-sync period.
      • +
    • Invite Employees: Choose whether to enable Expensify to import employee records from QuickBooks Online and invite them to this workspace.
      • +
    • Automatically Create Entities: Choose whether to enable Expensify to automatically create vendors and customers in QuickBooks Online if a matching vendor or customer does not exist.
      • +
    • Sync Reimbursed Reports: Choose whether to enable report syncing for reimbursed expenses. If enabled, all reports that are marked as Paid in QuickBooks Online will also show in Expensify as Paid. If enabled, you must also select the QuickBooks Online account that reimbursements are coming out of, and Expensify will automatically create the payment in QuickBooks Online.
      • +
    • Invoice Collection Account: Select the invoice collection account that you want invoices to appear under once the invoice is marked as paid.
      • +
    +
+ +{% include faq-begin.md %} + +**Why do I see a red dot next to my connection?** +If there is an error with your connection, you’ll see a red dot next to Accounting in the left menu. When you click Accounting, you’ll also see a red dot displayed next to the QuickBooks Online connection card. + +This may occur if you incorrectly enter your QuickBooks Online login information when trying to establish the connection. To resubmit your login details, +1. Click the three-dot menu to the right of the QuickBooks Online connection. +2. Click **Enter credentials**. +3. Enter your Intuit login details (the login information you use for QuickBooks Online) to establish the connection. + +{% include faq-end.md %} diff --git a/docs/articles/new-expensify/connections/quickbooks-online/Quickbooks-Online-Troubleshooting.md b/docs/articles/new-expensify/connections/quickbooks-online/Quickbooks-Online-Troubleshooting.md new file mode 100644 index 000000000000..5256459d6f9a --- /dev/null +++ b/docs/articles/new-expensify/connections/quickbooks-online/Quickbooks-Online-Troubleshooting.md @@ -0,0 +1,6 @@ +--- +title: Quickbooks Online Troubleshooting +description: Coming soon +--- + +# Coming soon diff --git a/docs/articles/new-expensify/connections/sage-intacct/Configure-Sage-Intacct.md b/docs/articles/new-expensify/connections/sage-intacct/Configure-Sage-Intacct.md new file mode 100644 index 000000000000..c5e549ff74d1 --- /dev/null +++ b/docs/articles/new-expensify/connections/sage-intacct/Configure-Sage-Intacct.md @@ -0,0 +1,6 @@ +--- +title: Configure Sage Intacct +description: Coming soon +--- + +# Coming soon diff --git a/docs/articles/new-expensify/connections/sage-intacct/Connect-to-Sage-Intacct.md b/docs/articles/new-expensify/connections/sage-intacct/Connect-to-Sage-Intacct.md new file mode 100644 index 000000000000..35a009ae8d4a --- /dev/null +++ b/docs/articles/new-expensify/connections/sage-intacct/Connect-to-Sage-Intacct.md @@ -0,0 +1,317 @@ +--- +title: Connect to Sage Intacct +description: Integrate Sage Intacct with Expensify +order: 1 +--- + +# Connect to Sage Intacct + +## Overview +Expensify’s integration with Sage Intacct allows you to connect using either role-based permissions or user-based permissions and exporting either expense reports or vendor bills. + +Checklist of items to complete: + +1. Create a web services user and configure permissions +1. Enable the T&E module (only required if exporting out-of-pocket expenses as Expense Reports) +1. Set up Employees in Sage Intacct (only required if exporting expenses as Expense Reports) +1. Set up Expense Types (only required if exporting expenses as Expense Reports) +1. Enable Customization Services +1. Download the Expensify Package +1. Upload the Expensify Package in Sage Intacct +1. Add web services authorization +1. Enter credentials and connect Expensify and Sage Intacct +1. Configure integration sync options + +## Step 1a: Create a web services user (Connecting with User-based permissions) +Note: If the steps in this section look different in your Sage Intacct instance, you likely use role-based permissions. If that’s the case, follow the steps [here]. + +To connect to Sage Intacct, you’ll need to create a special web services user (please note that Sage Intacct does not charge extra for web services users). + +1. Go to **Company > Web Services Users > New**. +2. Configure the user as outlined below: + - **User ID**: “xmlgateway_expensify” + - **Last Name and First Name:** “Expensify” + - **Email Address:** Your shared accounting team email + - **User Type:** “Business” + - **Admin Privileges:** “Full” + - **Status:** “Active” + +Next, configure correct permissions for the new web services user. + +1. Go to the subscription link for this user in the user list +1. Click on the checkbox next to the Application/Module +1. Click **Permissions** + +These are the permissions required for this integration when exporting out-of-pocket expenses as vendor bills: + +- **Administration (All)** +- **Company (Read-only)** +- **Cash Management (All)** +- **General Ledger (All)** +- **Time & Expense (All)** - Only required if exporting out-of-pocket expenses as expense reports +- **Projects (Read-only)** - Only required if using Projects or Customers +- **Accounts Payable (All)** - Only required if exporting any expenses expenses as vendor bills + +## Step 1b: Create a web services user (Connecting with Role-based permissions) +Note: If the steps in this section look different in your Sage Intacct instance, you likely use role-based permissions. If that’s the case, follow the steps [here]. + +**First, you'll need to create the new role:** + +1. In Sage Intacct, click **Company**, then click on the **+ button** next to Roles +1. Name the role "Expensify", then click **Save** +1. Go to **Roles > Subscriptions** and find the “Expensify” role you just created +1. Configure correct permissions for this role by clicking the checkbox and then clicking on the Permissions hyperlink. These are the permissions required for this integration when exporting out-of-pocket expenses as vendor bills: + - **Administration (All)** + - **Company (Read-only)** + - **Cash Management (All)** + - **General Ledger (All)** + - **Time & Expense (All)** - Only required if exporting out-of-pocket expenses as expense reports + - **Projects (Read-only)** - Only required if using Projects or Customers + - **Accounts Payable (All)** - Only required if exporting any expenses expenses as vendor bills + +**Next, you’ll create a web services user and assign the role to that user:** + +1. Go to **Company > Web Services Users > New** +2. Set up the user as described below: + - **User ID:** “xmlgateway_expensify” + - **Last name and First name:** “Expensify” + - **Email address:** your shared accounting team email + - **User type:** “Business” + - **Admin privileges:** “Full” + - **Status:** “Active” +3. Assign the role to that user: click the **+ button**, then select the “Expensify” role and click **Save** + + +## Step 2: Enable and configure the Time & Expenses Module +**Note: This step is only required if exporting out-of-pocket expenses from Expensify to Sage Intacct as Expense Reports.** + +Enabling the T&E module is a paid subscription through Sage Intacct and the T&E module is often included in your Sage Intacct instance. For information on the costs of enabling this module, please contact your Sage Intacct account manager. + +**To enable the Time & Expenses module:** + +In Sage Intacct, go to **Company menu > Subscriptions > Time & Expenses** and toggle the switch to subscribe. + +**After enabling T&E, configure it as follows:** + +1. Ensure that **Expense types** is checked +2. Under **Auto-numbering sequences** set the following: + - **Expense Report:** EXP + - **Employee:** EMP + - **Duplicate Numbers:** Select “Do not allow creation” + - To create the EXP sequence, click on the down arrow on the expense report line and select **Add: + 1. **Sequence ID:** EXP + 1. **Print Title:** EXPENSE REPORT + 1. **Starting Number:** 1 + 1. **Next Number:** 2 +3. Select **Advanced Settings** and configure the following: + a. **Fixed Number Length:** 4 + b. **Fixed Prefix:** EXP +4. Click **Save** +5. Under Expense Report approval settings, ensure that **Enable expense report approval** is unchecked +6. Click **Save** to confirm your configuration + + +## Step 3: Set up Employees in Sage Intacct +**Note: This step is only required if exporting out-of-pocket expenses from Expensify to Sage Intacct as Expense Reports.** + +To set up employees in Sage Intacct: + +1. Navigate to Time & Expenses and click the **plus button** next to Employees. + - If you don’t see the Time & Expense option in the top ribbon, you may need to adjust your settings. Go to **Company > Roles > Time & Expenses** and enable all permissions. +2. To create an employee, you’ll need to provide the following information: + - Employee ID + - Primary contact name + - Email address + 1. In the "Primary contact name" field, click the dropdown arrow. + 1. Select the employee if they’ve already been created. + 1. Otherwise, click **+ Add** to create a new employee. + 1. Fill in their Primary Email Address along with any other required information + + +## Step 4: Set up Expense Types in Sage Intacct +**Note: This step is only required if exporting out-of-pocket expenses from Expensify to Sage Intacct as Expense Reports.** + +Expense Types provide a user-friendly way to display the names of your expense accounts to your employees. To set up expense types in Sage Intacct: + +1. **Setup Your Chart of Accounts** + - Before configuring Expense Types, ensure your Chart of Accounts is set up. You can set up accounts in bulk by going to **Company > Open Setup > Company Setup Checklist** and clicking **Import**. +2. **Set up Expense Types** + - Go to Time & Expense + - Open Setup and click the **plus button** next to Expense Types +3. For each Expense Type, provide the following information: + - **Expense Type** + - **Description** + - **Account Number** (from your General Ledger) + +## Step 5: Enable Customization Services +**Note:** If you already have Platform Services enabled, you can skip this step. + +To enable Customization Services, go to **Company > Subscriptions > Customization Services**. + + +## Step 6: Download the Expensify Package +1. In Expensify, go to Settings > Workspaces +1. Click into the workspace where you'd like to connect to Sage Intacct + - If you already use Expensify, you can optionally create a test workspace by clicking **New Workspace** at the top-right of the Workspaces page. A test workspace allows you to have a sandbox environment for testing before implementing the integration live. +1. Go to **Connections > Sage Intacct > Connect to Sage Intacct** +1. Select **Download Package** (You only need to download the file; we’ll upload it from your Downloads folder later) + +## Step 7: Upload Package in Sage Intacct +If you use Customization Services: + +1. Go to **Customization Services > Custom Packages > New Package** +1. Click on **Choose File** and select the Package file from your downloads folder +1. Click **Import** + +If you use Platform Services: + +1. Go to **Platform Services > Custom Packages > New Package** +1. Click on **Choose File** and select the Package file from your downloads folder +1. Click **Import** + + +## Step 8: Add Web Services Authorization +1. Go to **Company > Company Info > Security** in Sage Intacct and click **Edit** +2. Scroll down to **Web Services Authorizations** and add “expensify” (all lower case) as a Sender ID + +## Step 9: Enter Credentials and Connect Expensify and Sage Intacct +1. In Expensify, go to **Settings > Workspaces > [Workspace Name] > Accounting** +1. Click **Set up** next to Sage Intacct +1. Enter the credentials you set for your web services user in Step 1 +1. Click **Confirm** + + + +# Configure Sage Intacct integration + +## Step 1: Select entity (multi-entity setups only) +If you have a multi-entity setup in Sage Intacct, you will be able to select in Expensify which Sage Intacct entity to connect each workspace to. Each Expensify workspace can either be connected to a single entity or connected at the Top Level. + +To select or change the Sage Intacct entity that your Expensify workspace is connected to, navigate to the Accounting settings for your workspace and click **Entity** under the Sage Intacct connection. + +## Step 2: Configure import settings +The following section will help you determine how data will be imported from Sage Intacct into Expensify. To change your import settings, navigate to the Accounting settings for your workspace, then click **Import** under the Sage Intacct connection. + +### Expense Types / Chart of Accounts +The categories in Expensify depend on how you choose to export out-of-pocket expenses: + +- If you choose to export out-of-pocket expenses as Expense Reports, your categories in Expensify will be imported from your Sage Intacct Expense Types +- If you choose to export out-of-pocket expenses as Vendor Bills, your categories will be imported directly from your Chart of Accounts (also known as GL Codes or Account Codes). + +You can disable unnecessary categories in Expensify by going to **Settings > Workspaces > [Workspace Name] > Categories**. Note that every expense must be coded with a Category, or it will fail to export. + +### Billable Expenses +Enabling billable expenses allows you to map your expense types or accounts to items in Sage Intacct. To do this, you’ll need to enable the correct permissions on your Sage Intacct user or role. This may vary based on the modules you use in Sage Intacct, so you should enable read-only permissions for relevant modules such as Projects, Purchasing, Inventory Control, and Order Entry. + +Once permissions are set, you can map categories to specific items, which will then export to Sage Intacct. When an expense is marked as Billable in Expensify, users must select the correct billable Category (Item), or there will be an error during export. + + +### Standard dimensions: Departments, Classes, and Locations +The Sage Intacct integration allows you to import standard dimensions into Expensify as tags, report fields, or using the Sage Intacct employee default. + +- **Sage Intacct Employee default:** This option is only available when exporting as expense reports. When this option is selected, nothing will be imported into Expensify - instead, the employee default will be applied to each expense upon export. +- **Tags:** Employees can select the department, class, or location on each individual expense. If the employee's Sage Intacct employee record has a default value, then each expense will default to that tag, with the option for the employee to select a different value on each expense. +- **Report Fields:** Employees can select one department/class/location for each expense report. + +New departments, classes, and locations must be added in Sage Intacct. Once imported, you can turn specific tags on or off under **Settings > Workspaces > [Workspace Name] > Tags**. You can turn specific report fields on or off under **Settings > Workspaces > [Workspace Name] > Report Fields**. + +Please note that when importing departments as tags, expense reports may show the tag name as "Tag" instead of "Department." + +### Customers and Projects +The Sage Intacct integration allows you to import customers and projects into Expensify as Tags or Report Fields. + +- **Tags:** Employees can select the customer or project on each individual expense. +- **Report Fields:** Employees can select one department/class/location for each expense report. + +New customers and projects must be added in Sage Intacct. Once imported, you can turn specific tags on or off under **Settings > Workspaces > [Workspace Name] > Tags**. You can turn specific report fields on or off under **Settings > Workspaces > [Workspace Name] > Report Fields**. + + +### Tax +The Sage Intacct integration supports native VAT and GST tax. To enable this feature, go to **Settings > Workspaces > [Workspace Name] > Accounting**, click **Import** under Sage Intacct, and enable Tax. Enabling this option will import your native tax rates from Sage Intacct into Expensify. From there, you can select default rates for each category under **Settings > Workspaces > [Workspace Name] > Categories**. + +For older Sage Intacct connections that don't show the Tax option, simply resync the connection by going to **Settings > Workspaces > [Workspace Name] > Accounting** and clicking the three dots next to Sage Intacct, and the tax toggle will appear. + +### User-Defined Dimensions +You can add User-Defined Dimensions (UDDs) to your workspace by locating the “Integration Name” in Sage Intacct. Please note that you must be logged in as an administrator in Sage Intacct to find the required fields. + +To find the Integration Name in Sage Intacct: + +1. Go to **Platform Services > Objects > List** +1. Set “filter by application” to “user-defined dimensions” +1. In Expensify, go to **Settings > Workspaces > [Workspace Name] > Accounting** and click **Import** under Sage Intacct +1. Enable User Defined Dimensions +1. Enter the “Integration name” and choose whether to import it into Expensify as expense-level tags or as report fields +1. Click **Save** + +Once imported, you can turn specific tags on or off under **Settings > Workspaces > [Workspace Name] > Tags**. You can turn specific report fields on or off under **Settings > Workspaces > [Workspace Name] > Report Fields**. + + +## Step 5: Configure export settings +To access export settings, head to **Settings > Workspaces > [Workspace name] > Accounting** and click **Export** under Sage Intacct. + +### Preferred exporter +Any workspace admin can export reports to Sage Intacct. For auto-export, Concierge will export on behalf of the preferred exporter. The preferred exporter will also be notified of any expense reports that fail to export to Sage Intacct due to an error. + +### Export date +You can choose which date to use for the records created in Sage Intacct. There are three date options: + +1. **Date of last expense:** This will use the date of the previous expense on the report +1. **Export date:** The date you export the report to Sage Intacct +1. **Submitted date:** The date the employee submitted the report + +### Export out-of-pocket expenses as +Out-of-pocket expenses can be exported to Sage Intacct as **expense reports** or as **vendor bills**. If you choose to export as expense reports, you can optionally select a **default vendor**, which will apply to reimbursable expenses that don't have a matching vendor in Sage Intacct. + +### Export company card expenses as +Company Card expenses are exported separately from out-of-pocket expenses, and can be exported to Sage Intacct as credit card charges** or as **vendor bills**. + +- **Credit card charges:** When exporting as credit card charges, you must select a credit card account. You can optionally select a default vendor, which will apply to company card expenses that don't have a matching vendor in Sage Intacct. + - Credit card charges cannot be exported to Sage Intacct at the top-level if you have multi-currency enabled, so you will need to select an individual entity if you have this setup. +- **Vendor bills:** When exporting as vendor bills, you can select a default vendor, which will apply to company card expenses that don't have a matching vendor in Sage Intacct. + +If you centrally manage your company cards through Domains in Expensify Classic, you can export expenses from each individual card to a specific account in Sage Intacct in the Expensify Company Card settings. + +### 6. Configure advanced settings +To access the advanced settings of the Sage Intacct integration, head to **Settings > Workspaces > [Workspace name] > Accounting** and click **Advanced** under Sage Intacct. + + +Let’s review the different advanced settings and how they interact with the integration. + +### Auto-sync +We strongly recommend enabling auto-sync to ensure that the information in Sage Intacct and Expensify is always in sync. The following will occur when auto-sync is enabled: + +**Daily sync from Sage Intacct to Expensify:** Once a day, Expensify will sync any changes from Sage Intacct into Expensify. This includes any changes or additions to your Sage Intacct dimensions. + +**Auto-export:** When an expense report reaches its final state in Expensify, it will be automatically exported to Sage Intacct. The final state will either be reimbursement (if you reimburse members through Expensify) or final approval (if you reimburse members outside of Expensify). + +**Reimbursement-sync:** If Sync Reimbursed Reports (more details below) is enabled, then we will sync the reimbursement status of reports between Expensify and Sage Intacct. + +### Invite employees +Enabling this feature will invite all employees from the connected Sage Intacct entity to your Expensify workspace. Once imported, each employee who has not already been invited to that Expensify workspace will receive an email letting them know they’ve been added to the workspace. + +In addition to inviting employees, this feature enables a custom set of approval workflow options, which you can manage in Expensify Classic: + +- **Basic Approval:** A single level of approval, where all users submit directly to a Final Approver. The Final Approver defaults to the workspace owner but can be edited on the people page. +- **Manager Approval (default):** Each user submits to their manager, who is imported from Sage Intacct. You can optionally select a final approver who each manager forwards to for second-level approval. +- **Configure Manually:** Employees will be imported, but all levels of approval must be manually configured in Expensify. If you enable this setting, you can configure approvals by going to **Settings > Workspaces > [Workspace Name] > People**. + + +### Sync reimbursed reports +When Sync reimbursed reports is enabled, the reimbursement status will be synced between Expensify and Sage Intacct. + +**If you reimburse employees through Expensify:** Reimbursing an expense report will trigger auto-export to Sage Intacct. When the expense report is exported to Sage Intacct, a corresponding bill payment will also be created in Sage Intacct in the selected Cash and Cash Equivalents account. If you don't see the account you'd like to select in the dropdown list, please confirm that the account type is Cash and Cash Equivalents. + +**If you reimburse employees outside of Expensify:** Expense reports will be exported to Sage Intacct at time of final approval. After you mark the report as paid in Sage Intacct, the reimbursed status will be synced back to Expensify the next time the integration syncs. + +To ensure this feature works properly for expense reports, make sure that the account you choose within the settings matches the default account for Bill Payments in NetSuite. When exporting invoices, once marked as Paid, the payment is marked against the account selected after enabling the Collection Account setting. +## FAQ + +### Why wasn't my report automatically exported to Sage Intacct? +There are a number of factors that can cause auto-export to fail. If this happens, you will find the specific export error in the report comments for the report that failed to export. Once you’ve resolved any errors, you can manually export the report to Sage Intacct. + +### Will enabling auto-sync affect existing approved and reimbursed reports? +Auto-sync will only export newly approved reports to Sage Intacct. Any reports that were approved or reimbursed before enabling auto-sync will need to be manually exported in order to sync them to Sage Intacct. + + +### Can I export negative expenses to Sage Intacct? +Yes, you can export negative expenses to Sage Intacct. If you are exporting out-of-pocket expenses as expense reports, then the total of each exported report cannot be negative. diff --git a/docs/articles/new-expensify/connections/sage-intacct/Sage-Intacct-Troubleshooting.md b/docs/articles/new-expensify/connections/sage-intacct/Sage-Intacct-Troubleshooting.md new file mode 100644 index 000000000000..ae8a0f16d9b9 --- /dev/null +++ b/docs/articles/new-expensify/connections/sage-intacct/Sage-Intacct-Troubleshooting.md @@ -0,0 +1,6 @@ +--- +title: Sage Intacct Troubleshooting +description: Coming soon +--- + +# Coming soon diff --git a/docs/articles/new-expensify/connections/xero/Configure-Xero.md b/docs/articles/new-expensify/connections/xero/Configure-Xero.md new file mode 100644 index 000000000000..0c65db1b4fd9 --- /dev/null +++ b/docs/articles/new-expensify/connections/xero/Configure-Xero.md @@ -0,0 +1,6 @@ +--- +title: Configure Xero +description: Coming soon +--- + +# Coming soon diff --git a/docs/articles/new-expensify/connections/xero/Connect-to-Xero.md b/docs/articles/new-expensify/connections/xero/Connect-to-Xero.md new file mode 100644 index 000000000000..eb35b1589db4 --- /dev/null +++ b/docs/articles/new-expensify/connections/xero/Connect-to-Xero.md @@ -0,0 +1,106 @@ +--- +title: Connect to Xero +description: Integrate Xero with Expensify +order: 1 +--- + +{% include info.html %} +To use the Xero connection, you must have a Xero account and an Expensify Collect plan. +{% include end-info.html %} + +To set up your Xero connection, complete the 4 steps below. + +# Step 1: Connect Expensify to Xero + +
    +
  1. Click your profile image or icon in the bottom left menu.
    2. +
  2. Scroll down and click Workspaces in the left menu.
    3. +
  3. Select the workspace you want to connect to Xero.
    4. +
  4. Click More features in the left menu.
    5. +
  5. Scroll down to the Integrate section and enable the Accounting toggle.
    6. +
  6. Click Accounting in the left menu.
    7. +
  7. Click Set up to the right of Xero.
    8. +
  8. Enter your Xero login details to import your settings from Xero to Expensify.
    9. +
+ +![The toggle location to enable accounting integrations like QuickBooks Online]({{site.url}}/assets/images/ExpensifyHelp-Xero-1.png){:width="100%"} + +![How to enable accounting integrations like QuickBooks Online]({{site.url}}/assets/images/ExpensifyHelp-Xero-2.png){:width="100%"} + +![The QuickBooks Online Connect button]({{site.url}}/assets/images/ExpensifyHelp-Xero-3.png){:width="100%"} + +# Step 2: Configure import settings + +The following steps help you determine how data will be imported from Xero to Expensify. + +
    +
  1. Under the Accounting settings for your workspace, click Import under the Xero connection.
    2. +
  2. Select an option for each of the following settings to determine what information will be imported from Xero into Expensify:
    3. +
      +
    • Xero organization: Select which Xero organization your Expensify workspace is connected to. Each organization can only be connected to one workspace at a time.
      • +
    • Chart of Accounts: Your Xero chart of accounts and any accounts marked as “Show In Expense Claims” will be automatically imported into Expensify as Categories. This cannot be amended.
      • +
    • Tracking Categories: Choose whether to import your Xero categories for cost centers and regions as tags in Expensify.
      • +
    • Re-bill Customers: When enabled, Xero customer contacts are imported into Expensify as tags for expense tracking. After exporting to Xero, tagged billable expenses can be included on a sales invoice to your customer.
      • +
    • Taxes: Choose whether to import tax rates and tax defaults from Xero.
      • +
    +
+ +# Step 3: Configure export settings +The following steps help you determine how data will be exported from Expensify to Xero. + +
    +
  1. Under the Accounting settings for your workspace, click Export under the Xero connection.
    2. +
  2. Review each of the following export settings:
    3. +
      +
    • Preferred Exporter: Choose whether to assign a Workspace Admin as the Preferred Exporter. Once selected, the Preferred Exporter automatically receives reports for export in their account to help automate the exporting process.
      • +
    +
+{% include info.html %} +- Other Workspace Admins will still be able to export to Xero. +- If you set different export accounts for individual company cards under your domain settings, then your Preferred Exporter must be a Domain Admin. +{% include end-info.html %} + +
    +
      +
    • Export Out-of-Pocket Expenses as: All out-of-pocket expenses will be exported as purchase bills. This cannot be amended.
      • +
    • Purchase Bill Date: Choose whether to use the date of last expense, export date, or submitted date.
      • +
    • Export invoices as: All invoices exported to Xero will be as a sales invoice. This cannot be amended.
      • +
    • Export company card expenses as: All company card expenses export to Xero as bank transactions. This cannot be amended.
      • +
    • Xero Bank Account: Select which bank account will be used to post bank transactions when non-reimbursable expenses are exported.
      • +
    +
+ +# Step 4: Configure advanced settings + +The following steps help you determine the advanced settings for your connection, like auto-sync. + +
    +
  1. Under the Accounting settings for your workspace, click Advanced under the Xero connection.
    2. +
  2. Select an option for each of the following settings:
    3. +
      +
    • Auto-sync: Choose whether to enable Xero to automatically communicate changes with Expensify to ensure that the data shared between the two systems is up-to-date. New report approvals/reimbursements will be synced during the next auto-sync period. Once you’ve added a business bank account for ACH reimbursement, any reimbursable expenses will be sent to Xero automatically when the report is reimbursed. For non-reimbursable reports, Expensify automatically queues the report to export to Xero after it has completed the approval workflow in Expensify.
      • +
    • Set Purchase Bill Status: Choose the status of your purchase bills:
      • +
        +
      • Draft
        • +
      • Awaiting Approval
        • +
      • Awaiting Payment
        • +
      +
    • Sync Reimbursed Reports: Choose whether to enable report syncing for reimbursed expenses. If enabled, all reports that are marked as Paid in Xero will also show in Expensify as Paid. If enabled, you must also select the Xero account that reimbursements are coming out of, and Expensify will automatically create the payment in Xero.
      • +
    • Xero Bill Payment Account: If you enable Sync Reimbursed Reports, you must select the Xero Bill Payment account your reimbursements will come from.
      • +
    • Xero Invoice Collections Account: If you are exporting invoices from Expensify, select the invoice collection account that you want invoices to appear under once they are marked as paid.
      • +
    +
+ +{% include faq-begin.md %} + +**How do I disconnect Xero from Expensify?** + +1. Click your profile image or icon in the bottom left menu. +2. Scroll down and click **Workspaces** in the left menu. +3. Select the workspace you want to disconnect from Xero. +4. Click **Accounting** in the left menu. +5. Click the three dot menu icon to the right of Xero and select **Disconnect**. +6. Click **Disconnect** to confirm. + +You will no longer see the imported options from Xero. +{% include faq-end.md %} diff --git a/docs/articles/new-expensify/connections/xero/Xero-Troubleshooting.md b/docs/articles/new-expensify/connections/xero/Xero-Troubleshooting.md new file mode 100644 index 000000000000..9c211efbaf24 --- /dev/null +++ b/docs/articles/new-expensify/connections/xero/Xero-Troubleshooting.md @@ -0,0 +1,6 @@ +--- +title: Xero Troubleshooting +description: Coming soon +--- + +# Coming soon From 018ce78a383ed95148bb8aea0aeaca157e5755d3 Mon Sep 17 00:00:00 2001 From: Rushat Gabhane Date: Tue, 30 Jul 2024 00:23:04 +0300 Subject: [PATCH 2/5] Delete docs/articles/new-expensify/connections/Netsuite directory --- .../Netsuite/Configure-Netsuite.md | 6 - .../Netsuite/Connect-to-NetSuite.md | 375 ------------------ .../Netsuite/Netsuite-Troubleshooting.md | 6 - 3 files changed, 387 deletions(-) delete mode 100644 docs/articles/new-expensify/connections/Netsuite/Configure-Netsuite.md delete mode 100644 docs/articles/new-expensify/connections/Netsuite/Connect-to-NetSuite.md delete mode 100644 docs/articles/new-expensify/connections/Netsuite/Netsuite-Troubleshooting.md diff --git a/docs/articles/new-expensify/connections/Netsuite/Configure-Netsuite.md b/docs/articles/new-expensify/connections/Netsuite/Configure-Netsuite.md deleted file mode 100644 index 7ae0aa577468..000000000000 --- a/docs/articles/new-expensify/connections/Netsuite/Configure-Netsuite.md +++ /dev/null @@ -1,6 +0,0 @@ ---- -title: Configure Netsuite -description: Coming soon ---- - -# Coming soon diff --git a/docs/articles/new-expensify/connections/Netsuite/Connect-to-NetSuite.md b/docs/articles/new-expensify/connections/Netsuite/Connect-to-NetSuite.md deleted file mode 100644 index 7cf70cca5abc..000000000000 --- a/docs/articles/new-expensify/connections/Netsuite/Connect-to-NetSuite.md +++ /dev/null @@ -1,375 +0,0 @@ ---- -title: Connect to NetSuite -description: Integrate NetSuite with Expensify -order: 1 ---- - -# Connect to NetSuite - -## Overview -Expensify’s integration with NetSuite allows you to sync data between the two systems. Before you start connecting Expensify with NetSuite, there are a few things to note: - -- You must use NetSuite administrator credentials to initiate the connection -- A Control Plan in Expensify is required to integrate with NetSuite -- Employees don’t need NetSuite access or a NetSuite license to submit expense reports and sync them to NetSuite -- Each NetSuite subsidiary must be connected to a separate Expensify workspace -- The workspace currency in Expensify must match the NetSuite subsidiary's default currency - -## Step 1: Install the Expensify Bundle in NetSuite -1. While logged into NetSuite as an administrator, go to **Customization > SuiteBundler > Search & Install Bundles**, then search for “Expensify” -2. Click on the Expensify Connect bundle (Bundle ID 283395) -3. Click **Install** -4. If you already have the Expensify Connect bundle installed, head to **Customization > SuiteBundler > Search & Install Bundles > List**, and update it to the latest version -5. Select "Show on Existing Custom Forms" for all available fields - -## Step 2: Enable Token-Based Authentication -1. In NetSuite, go to **Setup > Company > Enable Features > SuiteCloud > Manage Authentication** -2. Make sure “Token Based Authentication” is enabled -3. Click **Save** - - -## Step 3: Add Expensify Integration Role to a User -1. In NetSuite, head to **Lists > Employees**, and find the user who you would like to add the Expensify Integration role to. The user you select must at least have access to the permissions included in the Expensify Integration Role, and Admin access works too, but Admin access is not required. -2. Click **Edit > Access**, then find the Expensify Integration role in the dropdown and add it to the user -3. Click **Save** - -Remember that Tokens are linked to a User and a Role, not solely to a User. It’s important to note that you cannot establish a connection with tokens using one role and then switch to another role afterward. Once you’ve initiated a connection with tokens, you must continue using the same token/user/role combination for all subsequent sync or export actions. - -## Step 4: Create Access Tokens -1. In NetSuite, enter “page: tokens” in the Global Search -2. Click **New Access Token** -3. Select Expensify as the application (this must be the original Expensify integration from the bundle) -4. Select the role Expensify Integration -5. Click **Save** -6. Copy and paste the token and token ID to a saved location on your computer (this is the only time you will see these details) - -## Step 5: Confirm Expense Reports are enabled in NetSuite -Expense Reports must be enabled in order to use Expensify’s integration with NetSuite. - -1. In NetSuite, go to **Setup > Company > Enable Features > Employees** -2. Confirm the checkbox next to "Expense Reports" is checked -3. If not, click the checkbox and then click **Save** to enable Expense Reports - -## Step 6: Confirm Expense Categories are set up in NetSuite -Once Expense Reports are enabled, Expense Categories can be set up in NetSuite. Expense Categories are synced to Expensify as Categories. Each Expense Category is an alias mapped to a General Ledger account so that employees can more easily categorize expenses. - -1. In NetSuite, go to **Setup > Accounting > Expense Categories** (a list of Expense Categories should show) -2. If no Expense Categories are visible, click **New** to create new ones - -## Step 7: Confirm Journal Entry Transaction Forms are Configured Properly -1. In NetSuite, go to **Customization > Forms > Transaction Forms** -2. Click **Customize** or **Edit** next to the Standard Journal Entry form -3. Click **Screen Fields > Main**. Please verify the “Created From” label has “Show” checked and the "Display Type" is set to "Normal" -4. Click the sub-header **Lines** and verify that the “Show” column for “Receipt URL” is checked -5. Go to **Customization > Forms > Transaction Forms** and ensure that all other transaction forms with the journal type have this same configuration - -## Step 8: Confirm Expense Report Transaction Forms are Configured Properly -1. In NetSuite, go to **Customization > Forms > Transaction Forms** -2. Click **Customize** or **Edit** next to the Standard Expense Report form, then click **Screen Fields > Main** -3. Verify the “Created From” label has “Show” checked and the "Display Type" is set to "Normal" -4. Click the second sub-header, **Expenses**, and verify that the "Show" column for "Receipt URL" is checked -5. Go to **Customization > Forms > Transaction Forms** and ensure that all other transaction forms with the expense report type have this same configuration - -## Step 9: Confirm Vendor Bill Transactions Forms are Configured Properly -1. In NetSuite, go to **Customization > Forms > Transaction Forms** -2. Click **Customize** or **Edit** next to your preferred Vendor Bill form -3. Click **Screen Fields > Main** and verify that the “Created From” label has “Show” checked and that Departments, Classes, and Locations have the “Show” label unchecked -4. Under the **Expenses** sub-header (make sure to click the “Expenses” sub-header at the very bottom and not “Expenses & Items”), ensure “Show” is checked for Receipt URL, Department, Location, and Class -5. Go to **Customization > Forms > Transaction Forms** and ensure that all other transaction forms with the vendor bill type have this same configuration - -## Step 10: Confirm Vendor Credit Transactions Forms are Configured Properly -1. In NetSuite, go to **Customization > Forms > Transaction Forms** -2. Click **Customize** or **Edit** next to your preferred Vendor Credit form, then click **Screen Fields > Main** and verify that the “Created From” label has “Show” checked and that Departments, Classes, and Locations have the “Show” label unchecked -3. Under the **Expenses** sub-header (make sure to click the “Expenses” sub-header at the very bottom and not “Expenses & Items”), ensure “Show” is checked for Receipt URL, Department, Location, and Class -4. Go to **Customization > Forms > Transaction Forms** and ensure that all other transaction forms with the vendor credit type have this same configuration - -## Step 11: Set up Tax Groups (only applicable if tracking taxes) -Expensify imports NetSuite Tax Groups (not Tax Codes), which you can find in NetSuite under **Setup > Accounting > Tax Groups**. - -Tax Groups are an alias for Tax Codes in NetSuite and can contain one or more Tax Codes (Please note: for UK and Ireland subsidiaries, please ensure your Tax Groups do not have more than one Tax Code). We recommend naming Tax Groups so your employees can easily understand them, as the name and rate will be displayed in Expensify. - -To set up Tax Groups in NetSuite: - -1. Go to **Setup > Accounting > Tax Groups** -2. Click **New** -3. Select the country for your Tax Group -4. Enter the Tax Name (this is what employees will see in Expensify) -5. Select the subsidiary for this Tax Group -6. Select the Tax Code from the table you wish to include in this Tax Group -7. Click **Add** -8. Click **Save** -9. Create one NetSuite Tax Group for each tax rate you want to show in Expensify - -Ensure Tax Groups can be applied to expenses by going to **Setup > Accounting > Set Up Taxes** and setting the Tax Code Lists Include preference to “Tax Groups And Tax Codes” or “Tax Groups Only.” If this field does not display, it’s not needed for that specific country. - -## Step 12: Connect Expensify to NetSuite -1. Log into Expensify as a workspace admin -2. Click your profile image or icon in the bottom left menu -3. Scroll down and click **Workspaces** in the left menu -4. Select the workspace you want to connect to NetSuite -5. Click **More features** in the left menu -6. Scroll down to the Integrate section and enable Accounting -7. Click **Accounting** in the left menu -8. Click **Set up** next to NetSuite -9. Click **Next** until you reach setup step 5 (If you followed the instructions above, then the first four setup steps will be complete) -10. On setup step 5, enter your NetSuite Account ID, Token ID, and Token Secret (the NetSuite Account ID can be found in NetSuite by going to **Setup > Integration > Web Services Preferences**) -11. Click **Confirm** to complete the setup - -After completing the setup, the NetSuite connection will sync. It can take 1-2 minutes to sync with NetSuite. - -Once connected, all reports exported from Expensify will be generated in NetSuite using SOAP Web Services (the term NetSuite employs when records are created through the integration). - -## FAQ -### What type of Expensify plan is required to connect to NetSuite? -You need a Control workspace to integrate with NetSuite. If you have a Collect workspace, you will need to upgrade to Control. - -### Page size -Make sure your page size is set to 1000 in NetSuite for importing your customers and vendors. Go to **Setup > Integration > Web Services Preferences** and search **Page Size** to determine your page size. - - -# Configure NetSuite integration -## Step 1: Configure import settings - -The following section will help you determine how data will be imported from NetSuite into Expensify. To change your import settings, navigate to the Accounting settings for your workspace, then click **Import** under the NetSuite connection. - -### Expense Categories -Your NetSuite Expense Categories are automatically imported into Expensify as categories. This cannot be amended, and any new categories you'd like to add must be added as Expense Categories in NetSuite. - -Once imported, you can turn specific Categories on or off under **Settings > Workspaces > [Workspace Name] > Categories**. - -### Departments, Classes, and Locations -The NetSuite integration allows you to import departments, classes, and locations from NetSuite into Expensify as Tags, Report Fields, or using the NetSuite Employee Default. - -- **NetSuite Employee Default:** If default Department, Class, and Locations have been configured on NetSuite employee records, then you can choose to have the NetSuite employee default applied upon export from Expensify to NetSuite. With this selection, employees will not make a selection in Expensify. -- **Tags:** Employees can select the department, class, or location on each individual expense. If the employee's NetSuite employee record has a default value, then each expense will be defaulted to that tag upon creation, with the option for the employee to select a different value on each expense. -- **Report Fields:** Employees can select one department/class/location for each expense report. - - -New departments, classes, and locations must be added in NetSuite. Once imported, you can turn specific tags on or off under **Settings > Workspaces > [Workspace Name] > Tags**. You can turn specific report fields on or off under **Settings > Workspaces > [Workspace Name] > Report Fields**. - -### Customers and Projects -The NetSuite integration allows you to import customers and projects into Expensify as Tags or Report Fields. - -- **Tags:** Employees can select the customer or project on each individual expense. -- **Report Fields:** Employees can select one department/class/location for each expense report. - -New customers and projects must be added in NetSuite. Once imported, you can turn specific tags on or off under **Settings > Workspaces > [Workspace Name] > Tags**. You can turn specific report fields on or off under **Settings > Workspaces > [Workspace Name] > Report Fields**. - -When importing customers or projects, you can also choose to enable **Cross-subsidiary customers/projects**. This setting allows you to import Customers and Projects across all NetSuite subsidiaries to a single Expensify workspace. This setting requires you to enable “Intercompany Time and Expense” in NetSuite. To enable that feature in NetSuite, go to **Setup > Company > Setup Tasks: Enable Features > Advanced Features**. - -### Tax -The NetSuite integration allows users to apply a tax rate and amount to each expense for non-US NetSuite subsidiaries. To do this, import Tax Groups from NetSuite: - -1. In NetSuite, head to **Setup > Accounting > Tax Groups** -2. Once imported, go to the NetSuite connection configuration page in Expensify (under **Settings > Workspaces > [Workspace Name] > Accounting > NetSuite > Import**) -3. Enable Tax -4. Go back to the Accounting screen, click the three dots next to NetSuite, and click **Sync now** -5. All Tax Groups for the connected NetSuite subsidiary will be imported to Expensify as taxes. -6. After syncing, go to **Settings > Workspace > [Workspace Name] > Tax** to see the tax groups imported from NetSuite - -### Custom Segments -You can import one or more Custom Segments from NetSuite for selection in Expensify. To add a Custom Segment to your Expensify workspace: - -1. Go to **Settings > Workspaces > [Workspace Name] > Accounting** -2. Click **Import** under NetSuite -3. Click **Custom segments/records** -4. Click **Add custom segment/record** - -From there, you'll walk through a simple setup wizard. You can find detailed instructions below for each setup step. - -1. In Step 1, you'll select whether you'd like to import a custom segment or a custom record. For a Custom Segment, continue. We have separate instructions for [Custom Records](link) and [Custom Lists](link). -2. **Segment Name** - a. Log into NetSuite as an administrator - b. Go to **Customization > Lists, Records, & Fields > Custom Segments** - c. You’ll see the Segment Name on the Custom Segments page -3. Internal ID - a. Ensure you have internal IDs enabled in NetSuite under **Home > Set Preferences** - b. Navigate back to the **Custom Segments** page - c. Click the **Custom Record Type** link - d. You’ll see the Internal ID on the Custom Record Type page -4. **Script ID/Field ID** - a. If configuring Custom Segments as Report Fields, use the Field ID on the Transactions tab (under **Custom Segments > Transactions**). If no Field ID is shown, use the unified ID (just called “ID” right below the “Label”). - b. If configuring Custom Segments as Tags, use the Field ID on the Transaction Columns tab (under **Custom Segments > Transaction Columns**). If no Field ID is shown, use the unified ID (just called “ID” right below the “Label”). - c. Note that as of 2019.1, any new custom segments that you create automatically use the unified ID, and the "Use as Field ID" box is not visible. If you are editing a custom segment definition that was created before 2019.1, the "Use as Field ID" box is available. To use a unified ID for the entire custom segment definition, check the "Use as Field ID" box. When the box is checked, no field ID fields or columns are shown on the Application & Sourcing subtabs because one ID is used for all fields. -5. Select whether you'd like to import the custom segment as Tags or Report Fields -6. Finally, confirm that all the details look correct - -**Note:** Don’t use the “Filtered by” feature available for Custom Segments. Expensify can’t make these dependent on other fields. If you do have a filter selected, we suggest switching that filter in NetSuite to “Subsidiary” and enabling all subsidiaries to ensure you don’t receive any errors upon exporting reports. - -### Custom Records -You can import one or more Custom Records from NetSuite for selection in Expensify. To add a Custom Record to your Expensify workspace: - -1. Go to **Settings > Workspaces > [Workspace Name] > Accounting** -2. Click **Import** under NetSuite -3. Click **Custom segments/records** -4. Click **Add custom segment/record** - -From there, you'll walk through a simple setup wizard. You can find detailed instructions below for each setup step. - -1. In Step 1, you'll select whether you'd like to import a custom segment or a custom record. For a Custom Record, continue. We have separate instructions for [Custom Segments](link) and [Custom Lists](link). -2. **Segment Name** - a. Log into NetSuite as an administrator - b. Go to **Customization > Lists, Records, & Fields > Custom Segments** - c. You’ll see the Custom Record Name on the Custom Segments page -3. **Internal ID** - a. Make sure you have Internal IDs enabled in NetSuite under **Home > Set Preferences** - b. Navigate back to the **Custom Segment** page - c. Click the **Custom Record Type** hyperlink - d. You’ll see the Internal ID on the Custom Record Type page -4. **Transaction Column ID** - a. If configuring Custom Records as Report Fields, use the Field ID on the Transactions tab (under **Custom Segments > Transactions**). - b. If configuring Custom Records as Tags, use the Field ID on the Transaction Columns tab (under **Custom Segments > Transaction Columns**). -5. Select whether you'd like to import the custom record as Tags or Report Fields -6. Finally, confirm that all the details look correct - -### Custom Lists -You can import one or more Custom Lists from NetSuite for selection in Expensify. To add a Custom List to your Expensify workspace: - -1. Go to **Settings > Workspaces > [Workspace Name] > Accounting** -2. Click **Import** under NetSuite -3. Click **Custom list** -4. Click **Add custom list** - -From there, you'll walk through a simple setup wizard. You can find detailed instructions below for each setup step. - -1. In Step 1, you'll select which Custom List you'd like to import from a pre-populated list -2. **Transaction Line Field ID** - a. Log into NetSuite as an admin - b. Search **“Transaction Line Fields”** in the global search - c. Click into the desired Custom List - d. You'll find the transaction Line Field ID along the left-hand side of the page -3. Select whether you'd like to import the custom list as Tags or Report Fields -4. Finally, confirm that all the details look correct - -From there, you should see the values for the Custom Lists under the Tag or Report Field settings in Expensify. -## Step 2: Configure export settings -There are numerous options for exporting data from Expensify to NetSuite. To access these settings, head to **Settings > Workspaces > [Workspace name] > Accounting** and click **Export** under NetSuite. - -### Preferred Exporter -Any workspace admin can export reports to NetSuite. For auto-export, Concierge will export on behalf of the preferred exporter. The preferred exporter will also be notified of any expense reports that fail to export to NetSuite due to an error. - -### Date -You can choose which date to use for the records created in NetSuite. There are three date options: - -1. **Date of last expense:** This will use the date of the previous expense on the report -2. **Submitted date:** The date the employee submitted the report -3. **Exported date:** The date you export the report to NetSuite - -### Export out-of-pocket expenses as -**Expense Reports** -Out-of-pocket expenses will be exported to NetSuite as expense reports, which will be posted to the payables account designated in NetSuite. - -**Vendor Bills** -Out-of-pocket expenses will be exported to NetSuite as vendor bills. Each report will be posted as payable to the vendor associated with the employee who submitted the report. You can also set an approval level in NetSuite for vendor bills. - -**Journal Entries** -Out-of-pocket expenses will be exported to NetSuite as journal entries. All the transactions will be posted to the payable account specified in the workspace. You can also set an approval level in NetSuite for the journal entries. - -Note: By default, journal entry forms do not contain a customer column, so it is not possible to export customers or projects with this export option. Also, The credit line and header level classifications are pulled from the employee record. - -### Export company card expenses as -**Expense Reports** -To export company card expenses as expense reports, you will need to configure your default corporate cards in NetSuite. To do this, you must select the correct card on the NetSuite employee records (for individual accounts) or the subsidiary record (If you use a non-One World account, the default is found in your accounting preferences). - -To update your expense report transaction form in NetSuite: - -1. Go to **Customization > Forms > Transaction Forms** -2. Click **Edit** next to the preferred expense report form -3. Go to the **Screen Fields > Main** tab -4. Check “Show” for "Account for Corporate Card Expenses" -5. Go to the **Screen Fields > Expenses** tab -6. Check “Show” for "Corporate Card" - -You can also select the default account on your employee record to use individual corporate cards for each employee. Make sure you add this field to your employee entity form in NetSuite. If you have multiple cards assigned to a single employee, you cannot export to each account. You can only have a single default per employee record. - -**Vendor Bills** -Company card expenses will be posted as a vendor bill payable to the default vendor specified in your workspace Accounting settings. You can also set an approval level in NetSuite for the bills. - - -**Journal Entries** -Company Card expenses will be posted to the Journal Entries posting account selected in your workspace Accounting settings. - -Important Notes: - -- Expensify Card expenses will always export as Journal Entries, even if you have Expense Reports or Vendor Bills configured for non-reimbursable expenses on the Export tab -- Journal entry forms do not contain a customer column, so it is not possible to export customers or projects with this export option -- The credit line and header level classifications are pulled from the employee record - -### Export invoices to -Select the Accounts Receivable account where you want your Invoice reports to export. In NetSuite, the invoices are linked to the customer, corresponding to the email address where the invoice was sent. - -### Export foreign currency amount -Enabling this feature allows you to send the original amount of the expense rather than the converted total when exporting to NetSuite. This option is only available when exporting out-of-pocket expenses as Expense Reports. - -### Export to next open period -When this feature is enabled and you try exporting an expense report to a closed NetSuite period, we will automatically export to the next open period instead of returning an error. - - -## Step 3: Configure advanced settings -To access the advanced settings of the NetSuite integration, head to **Settings > Workspaces > [Workspace name] > Accounting** and click **Advanced** under NetSuite. - - -Let’s review the different advanced settings and how they interact with the integration. - -### Auto-sync -We strongly recommend enabling auto-sync to ensure that the information in NetSuite and Expensify is always in sync. The following will occur when auto-sync is enabled: - -**Daily sync from NetSuite to Expensify:** Once a day, Expensify will sync any changes from NetSuite into Expensify. This includes any new, updated, or removed departments/classes/locations/projects/etc. - -**Auto-export:** When an expense report reaches its final state in Expensify, it will be automatically exported to NetSuite. The final state will either be reimbursement (if you reimburse members through Expensify) or final approval (if you reimburse members outside of Expensify). - -**Reimbursement-sync:** If Sync Reimbursed Reports (more details below) is enabled, then we will sync the reimbursement status of reports between Expensify and NetSuite. - -### Sync reimbursed reports -When Sync reimbursed reports is enabled, the reimbursement status will be synced between Expensify and NetSuite. - -**If you reimburse members through Expensify:** Reimbursing an expense report will trigger auto-export to NetSuite. When the expense report is exported to NetSuite, a corresponding bill payment will also be created in NetSuite. - -**If you reimburse members outside of Expensify:** Expense reports will be exported to NetSuite at time of final approval. After you mark the report as paid in NetSuite, the reimbursed status will be synced back to Expensify the next time the integration syncs. - -To ensure this feature works properly for expense reports, make sure that the reimbursement account you choose within the settings matches the default account for Bill Payments in NetSuite. When exporting invoices, once marked as Paid, the payment is marked against the account selected after enabling the Collection Account setting. - -### Invite employees and set approvals -Enabling this feature will invite all employees from the connected NetSuite subsidiary to your Expensify workspace. Once imported, Expensify will send them an email letting them know they’ve been added to a workspace. - -In addition to inviting employees, this feature enables a custom set of approval workflow options, which you can manage in Expensify Classic: - -- **Basic Approval:** A single level of approval, where all users submit directly to a Final Approver. The Final Approver defaults to the workspace owner but can be edited on the people page. -- **Manager Approval (default):** Two levels of approval route reports first to an employee’s NetSuite expense approver or supervisor, and second to a workspace-wide Final Approver. By NetSuite convention, Expensify will map to the supervisor if no expense approver exists. The Final Approver defaults to the workspace owner but can be edited on the people page. -- **Configure Manually:** Employees will be imported, but all levels of approval must be manually configured on the workspace’s People settings page. If you enable this setting, it’s recommended you review the newly imported employees and managers on the **Settings > Workspaces > Group > [Workspace Name] > People** page. - -### Auto-create employees/vendors -With this feature enabled, Expensify will automatically create a new employee or vendor in NetSuite (if one doesn’t already exist) using the name and email of the report submitter. - -### Enable newly imported categories -With this feature enabled, anytime a new Expense Category is created in NetSuite, it will be imported into Expensify as an enabled category. If the feature is disabled, then new Expense Categories will be imported into Expensify as disabled. - -### Setting approval levels -You can set the NetSuite approval level for each different export type: - -- **Expense report approval level:** Choose from "NetSuite default preference," “Only supervisor approved,” “Only accounting approved,” or “Supervisor and accounting approved.” -- **Vendor bill approval level and Journal entry approval level:** Choose from "NetSuite default preference," “Pending approval,” or “Approved for posting.” - -If you have Approval Routing selected in your accounting preference, this will override the selections in Expensify. If you do not wish to use Approval Routing in NetSuite, go to **Setup > Accounting > Accounting Preferences > Approval Routing** and ensure Vendor Bills and Journal Entries are not selected. - -### Custom form ID -By default, Expensify will create entries using the preferred transaction form set in NetSuite. Alternatively, you have the option to designate a specific transaction form to be used. - - - -## FAQ - -### How does Auto-sync work with reimbursed reports? -If a report is reimbursed via ACH or marked as reimbursed in Expensify and then exported to NetSuite, the report is automatically marked as paid in NetSuite. - -If a report is exported to NetSuite, then marked as paid in NetSuite, the report will automatically be marked as reimbursed in Expensify during the next sync. - -### Will enabling auto-sync affect existing approved and reimbursed reports? -Auto-sync will only export newly approved reports to NetSuite. Any reports that were approved or reimbursed before enabling auto-sync will need to be manually exported in order to sync them to NetSuite. - - -### When using multi-currency features in NetSuite, can expenses be exported with any currency? -When using multi-currency features with NetSuite, remember these points: - -**Employee/Vendor currency:** The currency set for a NetSuite vendor or employee record must match the subsidiary currency for whichever subsidiary you export that user's reports to. A currency mismatch will cause export errors. -**Bank Account Currency:** When synchronizing bill payments, your bank account’s currency must match the subsidiary’s currency. Failure to do so will result in an “Invalid Account” error. diff --git a/docs/articles/new-expensify/connections/Netsuite/Netsuite-Troubleshooting.md b/docs/articles/new-expensify/connections/Netsuite/Netsuite-Troubleshooting.md deleted file mode 100644 index 2ac1aaadbef4..000000000000 --- a/docs/articles/new-expensify/connections/Netsuite/Netsuite-Troubleshooting.md +++ /dev/null @@ -1,6 +0,0 @@ ---- -title: Netsuite Troubleshooting -description: Coming soon ---- - -# Coming soon From e8261bee26ef51829165a00ed4380313681c6389 Mon Sep 17 00:00:00 2001 From: Rushat Gabhane Date: Tue, 30 Jul 2024 00:23:13 +0300 Subject: [PATCH 3/5] Delete docs/articles/new-expensify/connections/Quickbooks-Online directory --- .../Configure-Quickbooks-Online.md | 6 - .../Connect-to-QuickBooks-Online.md | 136 ------------------ .../Quickbooks-Online-Troubleshooting.md | 6 - 3 files changed, 148 deletions(-) delete mode 100644 docs/articles/new-expensify/connections/Quickbooks-Online/Configure-Quickbooks-Online.md delete mode 100644 docs/articles/new-expensify/connections/Quickbooks-Online/Connect-to-QuickBooks-Online.md delete mode 100644 docs/articles/new-expensify/connections/Quickbooks-Online/Quickbooks-Online-Troubleshooting.md diff --git a/docs/articles/new-expensify/connections/Quickbooks-Online/Configure-Quickbooks-Online.md b/docs/articles/new-expensify/connections/Quickbooks-Online/Configure-Quickbooks-Online.md deleted file mode 100644 index db050e5be312..000000000000 --- a/docs/articles/new-expensify/connections/Quickbooks-Online/Configure-Quickbooks-Online.md +++ /dev/null @@ -1,6 +0,0 @@ ---- -title: Configure Quickbooks Online -description: Coming soon ---- - -# Coming soon diff --git a/docs/articles/new-expensify/connections/Quickbooks-Online/Connect-to-QuickBooks-Online.md b/docs/articles/new-expensify/connections/Quickbooks-Online/Connect-to-QuickBooks-Online.md deleted file mode 100644 index 60fdbe94b33b..000000000000 --- a/docs/articles/new-expensify/connections/Quickbooks-Online/Connect-to-QuickBooks-Online.md +++ /dev/null @@ -1,136 +0,0 @@ ---- -title: Connect to QuickBooks Online -description: Integrate QuickBooks Online with Expensify -order: 1 ---- - -{% include info.html %} -To use the QuickBooks Online connection, you must have a QuickBooks Online account and an Expensify Collect plan. The QuickBooks Self-employed subscription is not supported. -{% include end-info.html %} - -The features available for the Expensify connection with QuickBooks Online vary based on your QuickBooks subscription. The features may still be visible in Expensify even if you don’t have access, but you will receive an error if the feature isn't available with your subscription. - -Here is a list of the features supported by each QuickBooks Online subscription: - -| Feature | Simple Start | Essentials | Essentials Plus | -|----------------------------|--------------|------------|-----------------| -| Expense Reports | ✔ | ✔ | ✔ | -| GL Accounts as Categories | ✔ | ✔ | ✔ | -| Credit Card Transactions | ✔ | ✔ | ✔ | -| Debit Card Transaction | | ✔ | ✔ | -| Classes | | ✔ | ✔ | -| Customers | | ✔ | ✔ | -| Projects | | ✔ | ✔ | -| Vendor Bills | | ✔ | ✔ | -| Journal Entries | | ✔ | ✔ | -| Tax | | ✔ | ✔ | -| Billable | | | ✔ | -| Location | | | ✔ | - -To set up your QuickBooks Online connection, complete the 5 steps below. - -# Step 1: Set up employees in QuickBooks Online - -Log in to QuickBooks Online and ensure all of your employees are setup as either Vendors or Employees using the same email address that they are listed under in Expensify. This process may vary by country, but you can go to **Payroll** and select **Employees** in QuickBooks Online to add new employees or edit existing ones. - -# Step 2: Connect Expensify to QuickBooks Online - -
    -
  1. Click your profile image or icon in the bottom left menu.
    2. -
  2. Scroll down and click Workspaces in the left menu.
    3. -
  3. Select the workspace you want to connect to QuickBooks Online.
    4. -
  4. Click More features in the left menu.
    5. -
  5. Scroll down to the Integrate section and enable the Accounting toggle.
    6. -
  6. Click Accounting in the left menu.
    7. -
  7. Click Set up to the right of QuickBooks Online.
    8. -
  8. Enter your Intuit login details to import your settings from QuickBooks Online to Expensify.
    9. -
- -![The toggle location to enable accounting integrations like QuickBooks Online]({{site.url}}/assets/images/ExpensifyHelp-QBO-1.png){:width="100%"} - -![How to enable accounting integrations like QuickBooks Online]({{site.url}}/assets/images/ExpensifyHelp-QBO-2.png){:width="100%"} - -![The QuickBooks Online Connect button]({{site.url}}/assets/images/ExpensifyHelp-QBO-3.png){:width="100%"} - -![The QuickBooks Online Connect Accounting button]({{site.url}}/assets/images/ExpensifyHelp-QBO-4.png){:width="100%"} - -![The QuickBooks Online Connect Connect button]({{site.url}}/assets/images/ExpensifyHelp-QBO-5.png){:width="100%"} - - - -# Step 3: Configure import settings - -The following steps help you determine how data will be imported from QuickBooks Online to Expensify. - -
    -
  1. Under the Accounting settings for your workspace, click Import under the QuickBooks Online connection.
    2. -
  2. Review each of the following import settings:
    3. -
      -
    • Chart of accounts: The chart of accounts are automatically imported from QuickBooks Online as categories. This cannot be amended.
      • -
    • Classes: Choose whether to import classes, which will be shown in Expensify as tags for expense-level coding.
      • -
    • Customers/projects: Choose whether to import customers/projects, which will be shown in Expensify as tags for expense-level coding.
      • -
    • Locations: Choose whether to import locations, which will be shown in Expensify as tags for expense-level coding.
      • -{% include info.html %} -As Locations are only configurable as tags, you cannot export expense reports as vendor bills or checks to QuickBooks Online. To unlock these export options, either disable locations import or upgrade to the Control Plan to export locations encoded as a report field. -{% include end-info.html %} -
    • Taxes: Choose whether to import tax rates and defaults.
      • -
    -
- -# Step 4: Configure export settings - -The following steps help you determine how data will be exported from Expensify to QuickBooks Online. - -
    -
  1. Under the Accounting settings for your workspace, click Export under the QuickBooks Online connection.
    2. -
  2. Review each of the following export settings:
    3. -
      -
    • Preferred Exporter: Choose whether to assign a Workspace Admin as the Preferred Exporter. Once selected, the Preferred Exporter automatically receives reports for export in their account to help automate the exporting process.
      • - -{% include info.html %} -* Other Workspace Admins will still be able to export to QuickBooks Online. -* If you set different export accounts for individual company cards under your domain settings, then your Preferred Exporter must be a Domain Admin. -{% include end-info.html %} - -
    • Date: Choose whether to use the date of last expense, export date, or submitted date.
      • -
    • Export Out-of-Pocket Expenses as: Select whether out-of-pocket expenses will be exported as a check, journal entry, or vendor bill.
      • - -{% include info.html %} -These settings may vary based on whether tax is enabled for your workspace. -* If tax is not enabled on the workspace, you’ll also select the Accounts Payable/AP. -* If tax is enabled on the workspace, journal entry will not be available as an option. If you select the journal entries option first and later enable tax on the workspace, you will see a red dot and an error message under the “Export Out-of-Pocket Expenses as” options. To resolve this error, you must change your export option to vendor bill or check to successfully code and export expense reports. -{% include end-info.html %} - -
    • Invoices: Select the QuickBooks Online invoice account that invoices will be exported to.
      • -
    • Export as: Select whether company cards export to QuickBooks Online as a credit card (the default), debit card, or vendor bill. Then select the account they will export to.
      • -
    • If you select vendor bill, you’ll also select the accounts payable account that vendor bills will be created from, as well as whether to set a default vendor for credit card transactions upon export. If this option is enabled, you will select the vendor that all credit card transactions will be applied to.
      • -
    -
- -# Step 5: Configure advanced settings - -The following steps help you determine the advanced settings for your connection, like auto-sync and employee invitation settings. - -
    -
  1. Under the Accounting settings for your workspace, click Advanced under the QuickBooks Online connection.
    2. -
  2. Select an option for each of the following settings:
    3. -
      -
    • Auto-sync: Choose whether to enable QuickBooks Online to automatically communicate changes with Expensify to ensure that the data shared between the two systems is up-to-date. New report approvals/reimbursements will be synced during the next auto-sync period.
      • -
    • Invite Employees: Choose whether to enable Expensify to import employee records from QuickBooks Online and invite them to this workspace.
      • -
    • Automatically Create Entities: Choose whether to enable Expensify to automatically create vendors and customers in QuickBooks Online if a matching vendor or customer does not exist.
      • -
    • Sync Reimbursed Reports: Choose whether to enable report syncing for reimbursed expenses. If enabled, all reports that are marked as Paid in QuickBooks Online will also show in Expensify as Paid. If enabled, you must also select the QuickBooks Online account that reimbursements are coming out of, and Expensify will automatically create the payment in QuickBooks Online.
      • -
    • Invoice Collection Account: Select the invoice collection account that you want invoices to appear under once the invoice is marked as paid.
      • -
    -
- -{% include faq-begin.md %} - -**Why do I see a red dot next to my connection?** -If there is an error with your connection, you’ll see a red dot next to Accounting in the left menu. When you click Accounting, you’ll also see a red dot displayed next to the QuickBooks Online connection card. - -This may occur if you incorrectly enter your QuickBooks Online login information when trying to establish the connection. To resubmit your login details, -1. Click the three-dot menu to the right of the QuickBooks Online connection. -2. Click **Enter credentials**. -3. Enter your Intuit login details (the login information you use for QuickBooks Online) to establish the connection. - -{% include faq-end.md %} diff --git a/docs/articles/new-expensify/connections/Quickbooks-Online/Quickbooks-Online-Troubleshooting.md b/docs/articles/new-expensify/connections/Quickbooks-Online/Quickbooks-Online-Troubleshooting.md deleted file mode 100644 index 5256459d6f9a..000000000000 --- a/docs/articles/new-expensify/connections/Quickbooks-Online/Quickbooks-Online-Troubleshooting.md +++ /dev/null @@ -1,6 +0,0 @@ ---- -title: Quickbooks Online Troubleshooting -description: Coming soon ---- - -# Coming soon From 92082cc9ad36bedfbd4f9820e7829d4480ebc414 Mon Sep 17 00:00:00 2001 From: Rushat Gabhane Date: Tue, 30 Jul 2024 00:23:21 +0300 Subject: [PATCH 4/5] Delete docs/articles/new-expensify/connections/Sage-Intacct directory --- .../Sage-Intacct/Configure-Sage-Intacct.md | 6 - .../Sage-Intacct/Connect-to-Sage-Intacct.md | 317 ------------------ .../Sage-Intacct-Troubleshooting.md | 6 - 3 files changed, 329 deletions(-) delete mode 100644 docs/articles/new-expensify/connections/Sage-Intacct/Configure-Sage-Intacct.md delete mode 100644 docs/articles/new-expensify/connections/Sage-Intacct/Connect-to-Sage-Intacct.md delete mode 100644 docs/articles/new-expensify/connections/Sage-Intacct/Sage-Intacct-Troubleshooting.md diff --git a/docs/articles/new-expensify/connections/Sage-Intacct/Configure-Sage-Intacct.md b/docs/articles/new-expensify/connections/Sage-Intacct/Configure-Sage-Intacct.md deleted file mode 100644 index c5e549ff74d1..000000000000 --- a/docs/articles/new-expensify/connections/Sage-Intacct/Configure-Sage-Intacct.md +++ /dev/null @@ -1,6 +0,0 @@ ---- -title: Configure Sage Intacct -description: Coming soon ---- - -# Coming soon diff --git a/docs/articles/new-expensify/connections/Sage-Intacct/Connect-to-Sage-Intacct.md b/docs/articles/new-expensify/connections/Sage-Intacct/Connect-to-Sage-Intacct.md deleted file mode 100644 index 35a009ae8d4a..000000000000 --- a/docs/articles/new-expensify/connections/Sage-Intacct/Connect-to-Sage-Intacct.md +++ /dev/null @@ -1,317 +0,0 @@ ---- -title: Connect to Sage Intacct -description: Integrate Sage Intacct with Expensify -order: 1 ---- - -# Connect to Sage Intacct - -## Overview -Expensify’s integration with Sage Intacct allows you to connect using either role-based permissions or user-based permissions and exporting either expense reports or vendor bills. - -Checklist of items to complete: - -1. Create a web services user and configure permissions -1. Enable the T&E module (only required if exporting out-of-pocket expenses as Expense Reports) -1. Set up Employees in Sage Intacct (only required if exporting expenses as Expense Reports) -1. Set up Expense Types (only required if exporting expenses as Expense Reports) -1. Enable Customization Services -1. Download the Expensify Package -1. Upload the Expensify Package in Sage Intacct -1. Add web services authorization -1. Enter credentials and connect Expensify and Sage Intacct -1. Configure integration sync options - -## Step 1a: Create a web services user (Connecting with User-based permissions) -Note: If the steps in this section look different in your Sage Intacct instance, you likely use role-based permissions. If that’s the case, follow the steps [here]. - -To connect to Sage Intacct, you’ll need to create a special web services user (please note that Sage Intacct does not charge extra for web services users). - -1. Go to **Company > Web Services Users > New**. -2. Configure the user as outlined below: - - **User ID**: “xmlgateway_expensify” - - **Last Name and First Name:** “Expensify” - - **Email Address:** Your shared accounting team email - - **User Type:** “Business” - - **Admin Privileges:** “Full” - - **Status:** “Active” - -Next, configure correct permissions for the new web services user. - -1. Go to the subscription link for this user in the user list -1. Click on the checkbox next to the Application/Module -1. Click **Permissions** - -These are the permissions required for this integration when exporting out-of-pocket expenses as vendor bills: - -- **Administration (All)** -- **Company (Read-only)** -- **Cash Management (All)** -- **General Ledger (All)** -- **Time & Expense (All)** - Only required if exporting out-of-pocket expenses as expense reports -- **Projects (Read-only)** - Only required if using Projects or Customers -- **Accounts Payable (All)** - Only required if exporting any expenses expenses as vendor bills - -## Step 1b: Create a web services user (Connecting with Role-based permissions) -Note: If the steps in this section look different in your Sage Intacct instance, you likely use role-based permissions. If that’s the case, follow the steps [here]. - -**First, you'll need to create the new role:** - -1. In Sage Intacct, click **Company**, then click on the **+ button** next to Roles -1. Name the role "Expensify", then click **Save** -1. Go to **Roles > Subscriptions** and find the “Expensify” role you just created -1. Configure correct permissions for this role by clicking the checkbox and then clicking on the Permissions hyperlink. These are the permissions required for this integration when exporting out-of-pocket expenses as vendor bills: - - **Administration (All)** - - **Company (Read-only)** - - **Cash Management (All)** - - **General Ledger (All)** - - **Time & Expense (All)** - Only required if exporting out-of-pocket expenses as expense reports - - **Projects (Read-only)** - Only required if using Projects or Customers - - **Accounts Payable (All)** - Only required if exporting any expenses expenses as vendor bills - -**Next, you’ll create a web services user and assign the role to that user:** - -1. Go to **Company > Web Services Users > New** -2. Set up the user as described below: - - **User ID:** “xmlgateway_expensify” - - **Last name and First name:** “Expensify” - - **Email address:** your shared accounting team email - - **User type:** “Business” - - **Admin privileges:** “Full” - - **Status:** “Active” -3. Assign the role to that user: click the **+ button**, then select the “Expensify” role and click **Save** - - -## Step 2: Enable and configure the Time & Expenses Module -**Note: This step is only required if exporting out-of-pocket expenses from Expensify to Sage Intacct as Expense Reports.** - -Enabling the T&E module is a paid subscription through Sage Intacct and the T&E module is often included in your Sage Intacct instance. For information on the costs of enabling this module, please contact your Sage Intacct account manager. - -**To enable the Time & Expenses module:** - -In Sage Intacct, go to **Company menu > Subscriptions > Time & Expenses** and toggle the switch to subscribe. - -**After enabling T&E, configure it as follows:** - -1. Ensure that **Expense types** is checked -2. Under **Auto-numbering sequences** set the following: - - **Expense Report:** EXP - - **Employee:** EMP - - **Duplicate Numbers:** Select “Do not allow creation” - - To create the EXP sequence, click on the down arrow on the expense report line and select **Add: - 1. **Sequence ID:** EXP - 1. **Print Title:** EXPENSE REPORT - 1. **Starting Number:** 1 - 1. **Next Number:** 2 -3. Select **Advanced Settings** and configure the following: - a. **Fixed Number Length:** 4 - b. **Fixed Prefix:** EXP -4. Click **Save** -5. Under Expense Report approval settings, ensure that **Enable expense report approval** is unchecked -6. Click **Save** to confirm your configuration - - -## Step 3: Set up Employees in Sage Intacct -**Note: This step is only required if exporting out-of-pocket expenses from Expensify to Sage Intacct as Expense Reports.** - -To set up employees in Sage Intacct: - -1. Navigate to Time & Expenses and click the **plus button** next to Employees. - - If you don’t see the Time & Expense option in the top ribbon, you may need to adjust your settings. Go to **Company > Roles > Time & Expenses** and enable all permissions. -2. To create an employee, you’ll need to provide the following information: - - Employee ID - - Primary contact name - - Email address - 1. In the "Primary contact name" field, click the dropdown arrow. - 1. Select the employee if they’ve already been created. - 1. Otherwise, click **+ Add** to create a new employee. - 1. Fill in their Primary Email Address along with any other required information - - -## Step 4: Set up Expense Types in Sage Intacct -**Note: This step is only required if exporting out-of-pocket expenses from Expensify to Sage Intacct as Expense Reports.** - -Expense Types provide a user-friendly way to display the names of your expense accounts to your employees. To set up expense types in Sage Intacct: - -1. **Setup Your Chart of Accounts** - - Before configuring Expense Types, ensure your Chart of Accounts is set up. You can set up accounts in bulk by going to **Company > Open Setup > Company Setup Checklist** and clicking **Import**. -2. **Set up Expense Types** - - Go to Time & Expense - - Open Setup and click the **plus button** next to Expense Types -3. For each Expense Type, provide the following information: - - **Expense Type** - - **Description** - - **Account Number** (from your General Ledger) - -## Step 5: Enable Customization Services -**Note:** If you already have Platform Services enabled, you can skip this step. - -To enable Customization Services, go to **Company > Subscriptions > Customization Services**. - - -## Step 6: Download the Expensify Package -1. In Expensify, go to Settings > Workspaces -1. Click into the workspace where you'd like to connect to Sage Intacct - - If you already use Expensify, you can optionally create a test workspace by clicking **New Workspace** at the top-right of the Workspaces page. A test workspace allows you to have a sandbox environment for testing before implementing the integration live. -1. Go to **Connections > Sage Intacct > Connect to Sage Intacct** -1. Select **Download Package** (You only need to download the file; we’ll upload it from your Downloads folder later) - -## Step 7: Upload Package in Sage Intacct -If you use Customization Services: - -1. Go to **Customization Services > Custom Packages > New Package** -1. Click on **Choose File** and select the Package file from your downloads folder -1. Click **Import** - -If you use Platform Services: - -1. Go to **Platform Services > Custom Packages > New Package** -1. Click on **Choose File** and select the Package file from your downloads folder -1. Click **Import** - - -## Step 8: Add Web Services Authorization -1. Go to **Company > Company Info > Security** in Sage Intacct and click **Edit** -2. Scroll down to **Web Services Authorizations** and add “expensify” (all lower case) as a Sender ID - -## Step 9: Enter Credentials and Connect Expensify and Sage Intacct -1. In Expensify, go to **Settings > Workspaces > [Workspace Name] > Accounting** -1. Click **Set up** next to Sage Intacct -1. Enter the credentials you set for your web services user in Step 1 -1. Click **Confirm** - - - -# Configure Sage Intacct integration - -## Step 1: Select entity (multi-entity setups only) -If you have a multi-entity setup in Sage Intacct, you will be able to select in Expensify which Sage Intacct entity to connect each workspace to. Each Expensify workspace can either be connected to a single entity or connected at the Top Level. - -To select or change the Sage Intacct entity that your Expensify workspace is connected to, navigate to the Accounting settings for your workspace and click **Entity** under the Sage Intacct connection. - -## Step 2: Configure import settings -The following section will help you determine how data will be imported from Sage Intacct into Expensify. To change your import settings, navigate to the Accounting settings for your workspace, then click **Import** under the Sage Intacct connection. - -### Expense Types / Chart of Accounts -The categories in Expensify depend on how you choose to export out-of-pocket expenses: - -- If you choose to export out-of-pocket expenses as Expense Reports, your categories in Expensify will be imported from your Sage Intacct Expense Types -- If you choose to export out-of-pocket expenses as Vendor Bills, your categories will be imported directly from your Chart of Accounts (also known as GL Codes or Account Codes). - -You can disable unnecessary categories in Expensify by going to **Settings > Workspaces > [Workspace Name] > Categories**. Note that every expense must be coded with a Category, or it will fail to export. - -### Billable Expenses -Enabling billable expenses allows you to map your expense types or accounts to items in Sage Intacct. To do this, you’ll need to enable the correct permissions on your Sage Intacct user or role. This may vary based on the modules you use in Sage Intacct, so you should enable read-only permissions for relevant modules such as Projects, Purchasing, Inventory Control, and Order Entry. - -Once permissions are set, you can map categories to specific items, which will then export to Sage Intacct. When an expense is marked as Billable in Expensify, users must select the correct billable Category (Item), or there will be an error during export. - - -### Standard dimensions: Departments, Classes, and Locations -The Sage Intacct integration allows you to import standard dimensions into Expensify as tags, report fields, or using the Sage Intacct employee default. - -- **Sage Intacct Employee default:** This option is only available when exporting as expense reports. When this option is selected, nothing will be imported into Expensify - instead, the employee default will be applied to each expense upon export. -- **Tags:** Employees can select the department, class, or location on each individual expense. If the employee's Sage Intacct employee record has a default value, then each expense will default to that tag, with the option for the employee to select a different value on each expense. -- **Report Fields:** Employees can select one department/class/location for each expense report. - -New departments, classes, and locations must be added in Sage Intacct. Once imported, you can turn specific tags on or off under **Settings > Workspaces > [Workspace Name] > Tags**. You can turn specific report fields on or off under **Settings > Workspaces > [Workspace Name] > Report Fields**. - -Please note that when importing departments as tags, expense reports may show the tag name as "Tag" instead of "Department." - -### Customers and Projects -The Sage Intacct integration allows you to import customers and projects into Expensify as Tags or Report Fields. - -- **Tags:** Employees can select the customer or project on each individual expense. -- **Report Fields:** Employees can select one department/class/location for each expense report. - -New customers and projects must be added in Sage Intacct. Once imported, you can turn specific tags on or off under **Settings > Workspaces > [Workspace Name] > Tags**. You can turn specific report fields on or off under **Settings > Workspaces > [Workspace Name] > Report Fields**. - - -### Tax -The Sage Intacct integration supports native VAT and GST tax. To enable this feature, go to **Settings > Workspaces > [Workspace Name] > Accounting**, click **Import** under Sage Intacct, and enable Tax. Enabling this option will import your native tax rates from Sage Intacct into Expensify. From there, you can select default rates for each category under **Settings > Workspaces > [Workspace Name] > Categories**. - -For older Sage Intacct connections that don't show the Tax option, simply resync the connection by going to **Settings > Workspaces > [Workspace Name] > Accounting** and clicking the three dots next to Sage Intacct, and the tax toggle will appear. - -### User-Defined Dimensions -You can add User-Defined Dimensions (UDDs) to your workspace by locating the “Integration Name” in Sage Intacct. Please note that you must be logged in as an administrator in Sage Intacct to find the required fields. - -To find the Integration Name in Sage Intacct: - -1. Go to **Platform Services > Objects > List** -1. Set “filter by application” to “user-defined dimensions” -1. In Expensify, go to **Settings > Workspaces > [Workspace Name] > Accounting** and click **Import** under Sage Intacct -1. Enable User Defined Dimensions -1. Enter the “Integration name” and choose whether to import it into Expensify as expense-level tags or as report fields -1. Click **Save** - -Once imported, you can turn specific tags on or off under **Settings > Workspaces > [Workspace Name] > Tags**. You can turn specific report fields on or off under **Settings > Workspaces > [Workspace Name] > Report Fields**. - - -## Step 5: Configure export settings -To access export settings, head to **Settings > Workspaces > [Workspace name] > Accounting** and click **Export** under Sage Intacct. - -### Preferred exporter -Any workspace admin can export reports to Sage Intacct. For auto-export, Concierge will export on behalf of the preferred exporter. The preferred exporter will also be notified of any expense reports that fail to export to Sage Intacct due to an error. - -### Export date -You can choose which date to use for the records created in Sage Intacct. There are three date options: - -1. **Date of last expense:** This will use the date of the previous expense on the report -1. **Export date:** The date you export the report to Sage Intacct -1. **Submitted date:** The date the employee submitted the report - -### Export out-of-pocket expenses as -Out-of-pocket expenses can be exported to Sage Intacct as **expense reports** or as **vendor bills**. If you choose to export as expense reports, you can optionally select a **default vendor**, which will apply to reimbursable expenses that don't have a matching vendor in Sage Intacct. - -### Export company card expenses as -Company Card expenses are exported separately from out-of-pocket expenses, and can be exported to Sage Intacct as credit card charges** or as **vendor bills**. - -- **Credit card charges:** When exporting as credit card charges, you must select a credit card account. You can optionally select a default vendor, which will apply to company card expenses that don't have a matching vendor in Sage Intacct. - - Credit card charges cannot be exported to Sage Intacct at the top-level if you have multi-currency enabled, so you will need to select an individual entity if you have this setup. -- **Vendor bills:** When exporting as vendor bills, you can select a default vendor, which will apply to company card expenses that don't have a matching vendor in Sage Intacct. - -If you centrally manage your company cards through Domains in Expensify Classic, you can export expenses from each individual card to a specific account in Sage Intacct in the Expensify Company Card settings. - -### 6. Configure advanced settings -To access the advanced settings of the Sage Intacct integration, head to **Settings > Workspaces > [Workspace name] > Accounting** and click **Advanced** under Sage Intacct. - - -Let’s review the different advanced settings and how they interact with the integration. - -### Auto-sync -We strongly recommend enabling auto-sync to ensure that the information in Sage Intacct and Expensify is always in sync. The following will occur when auto-sync is enabled: - -**Daily sync from Sage Intacct to Expensify:** Once a day, Expensify will sync any changes from Sage Intacct into Expensify. This includes any changes or additions to your Sage Intacct dimensions. - -**Auto-export:** When an expense report reaches its final state in Expensify, it will be automatically exported to Sage Intacct. The final state will either be reimbursement (if you reimburse members through Expensify) or final approval (if you reimburse members outside of Expensify). - -**Reimbursement-sync:** If Sync Reimbursed Reports (more details below) is enabled, then we will sync the reimbursement status of reports between Expensify and Sage Intacct. - -### Invite employees -Enabling this feature will invite all employees from the connected Sage Intacct entity to your Expensify workspace. Once imported, each employee who has not already been invited to that Expensify workspace will receive an email letting them know they’ve been added to the workspace. - -In addition to inviting employees, this feature enables a custom set of approval workflow options, which you can manage in Expensify Classic: - -- **Basic Approval:** A single level of approval, where all users submit directly to a Final Approver. The Final Approver defaults to the workspace owner but can be edited on the people page. -- **Manager Approval (default):** Each user submits to their manager, who is imported from Sage Intacct. You can optionally select a final approver who each manager forwards to for second-level approval. -- **Configure Manually:** Employees will be imported, but all levels of approval must be manually configured in Expensify. If you enable this setting, you can configure approvals by going to **Settings > Workspaces > [Workspace Name] > People**. - - -### Sync reimbursed reports -When Sync reimbursed reports is enabled, the reimbursement status will be synced between Expensify and Sage Intacct. - -**If you reimburse employees through Expensify:** Reimbursing an expense report will trigger auto-export to Sage Intacct. When the expense report is exported to Sage Intacct, a corresponding bill payment will also be created in Sage Intacct in the selected Cash and Cash Equivalents account. If you don't see the account you'd like to select in the dropdown list, please confirm that the account type is Cash and Cash Equivalents. - -**If you reimburse employees outside of Expensify:** Expense reports will be exported to Sage Intacct at time of final approval. After you mark the report as paid in Sage Intacct, the reimbursed status will be synced back to Expensify the next time the integration syncs. - -To ensure this feature works properly for expense reports, make sure that the account you choose within the settings matches the default account for Bill Payments in NetSuite. When exporting invoices, once marked as Paid, the payment is marked against the account selected after enabling the Collection Account setting. -## FAQ - -### Why wasn't my report automatically exported to Sage Intacct? -There are a number of factors that can cause auto-export to fail. If this happens, you will find the specific export error in the report comments for the report that failed to export. Once you’ve resolved any errors, you can manually export the report to Sage Intacct. - -### Will enabling auto-sync affect existing approved and reimbursed reports? -Auto-sync will only export newly approved reports to Sage Intacct. Any reports that were approved or reimbursed before enabling auto-sync will need to be manually exported in order to sync them to Sage Intacct. - - -### Can I export negative expenses to Sage Intacct? -Yes, you can export negative expenses to Sage Intacct. If you are exporting out-of-pocket expenses as expense reports, then the total of each exported report cannot be negative. diff --git a/docs/articles/new-expensify/connections/Sage-Intacct/Sage-Intacct-Troubleshooting.md b/docs/articles/new-expensify/connections/Sage-Intacct/Sage-Intacct-Troubleshooting.md deleted file mode 100644 index ae8a0f16d9b9..000000000000 --- a/docs/articles/new-expensify/connections/Sage-Intacct/Sage-Intacct-Troubleshooting.md +++ /dev/null @@ -1,6 +0,0 @@ ---- -title: Sage Intacct Troubleshooting -description: Coming soon ---- - -# Coming soon From 0a53c94c18987cd40709eceff2dbada6c653e3d5 Mon Sep 17 00:00:00 2001 From: Rushat Gabhane Date: Tue, 30 Jul 2024 00:23:30 +0300 Subject: [PATCH 5/5] Delete docs/articles/new-expensify/connections/Xero directory --- .../connections/Xero/Configure-Xero.md | 6 - .../connections/Xero/Connect-to-Xero.md | 106 ------------------ .../connections/Xero/Xero-Troubleshooting.md | 6 - 3 files changed, 118 deletions(-) delete mode 100644 docs/articles/new-expensify/connections/Xero/Configure-Xero.md delete mode 100644 docs/articles/new-expensify/connections/Xero/Connect-to-Xero.md delete mode 100644 docs/articles/new-expensify/connections/Xero/Xero-Troubleshooting.md diff --git a/docs/articles/new-expensify/connections/Xero/Configure-Xero.md b/docs/articles/new-expensify/connections/Xero/Configure-Xero.md deleted file mode 100644 index 0c65db1b4fd9..000000000000 --- a/docs/articles/new-expensify/connections/Xero/Configure-Xero.md +++ /dev/null @@ -1,6 +0,0 @@ ---- -title: Configure Xero -description: Coming soon ---- - -# Coming soon diff --git a/docs/articles/new-expensify/connections/Xero/Connect-to-Xero.md b/docs/articles/new-expensify/connections/Xero/Connect-to-Xero.md deleted file mode 100644 index eb35b1589db4..000000000000 --- a/docs/articles/new-expensify/connections/Xero/Connect-to-Xero.md +++ /dev/null @@ -1,106 +0,0 @@ ---- -title: Connect to Xero -description: Integrate Xero with Expensify -order: 1 ---- - -{% include info.html %} -To use the Xero connection, you must have a Xero account and an Expensify Collect plan. -{% include end-info.html %} - -To set up your Xero connection, complete the 4 steps below. - -# Step 1: Connect Expensify to Xero - -
    -
  1. Click your profile image or icon in the bottom left menu.
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  2. Scroll down and click Workspaces in the left menu.
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  3. Select the workspace you want to connect to Xero.
    4. -
  4. Click More features in the left menu.
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  5. Scroll down to the Integrate section and enable the Accounting toggle.
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  6. Click Accounting in the left menu.
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  7. Click Set up to the right of Xero.
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  8. Enter your Xero login details to import your settings from Xero to Expensify.
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- -![The toggle location to enable accounting integrations like QuickBooks Online]({{site.url}}/assets/images/ExpensifyHelp-Xero-1.png){:width="100%"} - -![How to enable accounting integrations like QuickBooks Online]({{site.url}}/assets/images/ExpensifyHelp-Xero-2.png){:width="100%"} - -![The QuickBooks Online Connect button]({{site.url}}/assets/images/ExpensifyHelp-Xero-3.png){:width="100%"} - -# Step 2: Configure import settings - -The following steps help you determine how data will be imported from Xero to Expensify. - -
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  1. Under the Accounting settings for your workspace, click Import under the Xero connection.
    2. -
  2. Select an option for each of the following settings to determine what information will be imported from Xero into Expensify:
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    • Xero organization: Select which Xero organization your Expensify workspace is connected to. Each organization can only be connected to one workspace at a time.
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    • Chart of Accounts: Your Xero chart of accounts and any accounts marked as “Show In Expense Claims” will be automatically imported into Expensify as Categories. This cannot be amended.
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    • Tracking Categories: Choose whether to import your Xero categories for cost centers and regions as tags in Expensify.
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    • Re-bill Customers: When enabled, Xero customer contacts are imported into Expensify as tags for expense tracking. After exporting to Xero, tagged billable expenses can be included on a sales invoice to your customer.
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    • Taxes: Choose whether to import tax rates and tax defaults from Xero.
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- -# Step 3: Configure export settings -The following steps help you determine how data will be exported from Expensify to Xero. - -
    -
  1. Under the Accounting settings for your workspace, click Export under the Xero connection.
    2. -
  2. Review each of the following export settings:
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    • Preferred Exporter: Choose whether to assign a Workspace Admin as the Preferred Exporter. Once selected, the Preferred Exporter automatically receives reports for export in their account to help automate the exporting process.
      • -
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-{% include info.html %} -- Other Workspace Admins will still be able to export to Xero. -- If you set different export accounts for individual company cards under your domain settings, then your Preferred Exporter must be a Domain Admin. -{% include end-info.html %} - -
    -
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    • Export Out-of-Pocket Expenses as: All out-of-pocket expenses will be exported as purchase bills. This cannot be amended.
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    • Purchase Bill Date: Choose whether to use the date of last expense, export date, or submitted date.
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    • Export invoices as: All invoices exported to Xero will be as a sales invoice. This cannot be amended.
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    • Export company card expenses as: All company card expenses export to Xero as bank transactions. This cannot be amended.
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    • Xero Bank Account: Select which bank account will be used to post bank transactions when non-reimbursable expenses are exported.
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- -# Step 4: Configure advanced settings - -The following steps help you determine the advanced settings for your connection, like auto-sync. - -
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  1. Under the Accounting settings for your workspace, click Advanced under the Xero connection.
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  2. Select an option for each of the following settings:
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    • Auto-sync: Choose whether to enable Xero to automatically communicate changes with Expensify to ensure that the data shared between the two systems is up-to-date. New report approvals/reimbursements will be synced during the next auto-sync period. Once you’ve added a business bank account for ACH reimbursement, any reimbursable expenses will be sent to Xero automatically when the report is reimbursed. For non-reimbursable reports, Expensify automatically queues the report to export to Xero after it has completed the approval workflow in Expensify.
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    • Set Purchase Bill Status: Choose the status of your purchase bills:
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      • Draft
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      • Awaiting Approval
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      • Awaiting Payment
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    • Sync Reimbursed Reports: Choose whether to enable report syncing for reimbursed expenses. If enabled, all reports that are marked as Paid in Xero will also show in Expensify as Paid. If enabled, you must also select the Xero account that reimbursements are coming out of, and Expensify will automatically create the payment in Xero.
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    • Xero Bill Payment Account: If you enable Sync Reimbursed Reports, you must select the Xero Bill Payment account your reimbursements will come from.
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    • Xero Invoice Collections Account: If you are exporting invoices from Expensify, select the invoice collection account that you want invoices to appear under once they are marked as paid.
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- -{% include faq-begin.md %} - -**How do I disconnect Xero from Expensify?** - -1. Click your profile image or icon in the bottom left menu. -2. Scroll down and click **Workspaces** in the left menu. -3. Select the workspace you want to disconnect from Xero. -4. Click **Accounting** in the left menu. -5. Click the three dot menu icon to the right of Xero and select **Disconnect**. -6. Click **Disconnect** to confirm. - -You will no longer see the imported options from Xero. -{% include faq-end.md %} diff --git a/docs/articles/new-expensify/connections/Xero/Xero-Troubleshooting.md b/docs/articles/new-expensify/connections/Xero/Xero-Troubleshooting.md deleted file mode 100644 index 9c211efbaf24..000000000000 --- a/docs/articles/new-expensify/connections/Xero/Xero-Troubleshooting.md +++ /dev/null @@ -1,6 +0,0 @@ ---- -title: Xero Troubleshooting -description: Coming soon ---- - -# Coming soon