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Expense Reimbursement Settings

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When you export expense reports from Payables, you have several options to import them to QuickBooks. The settings, however, are under the hood and a little difficult for the average user.

Here is a guide on how to change your settings for expense reimbursement. These instructions are more for advanced users. However, we would be more than happy to walk you through these adjustments on the phone.

Field Description
[Settings]ChecksToJE

 
ChecksToJE allows you to auto convert expense checks to Journal Entries.  This is used when you want to pay employees for expenses through payroll but want the expense details in your accounting software as a JE.
 
ChecksToJE
 
1=Convert checks to JE's, 2=zero balance the check (like a JE)
 
ChecksToJE-Prompt
 
Prompt before converting
 
ChecksToJE-Account
 
Account for zero balancing (default is Expenses Payable)
 
ChecksToJE-Item
 
Item for zero balancing (default is Expenses Payable)
 
ChecksToJE-AppendName2Account
 
Puts each zero balance row in a sub account named the employee name (Expenses Payable:Alan Adler)

 
ChecksToJE-Memo

 
String that must be in the memo to select for conversion (default "Expense").  Supports "|" to search for multiple strings ("Expense|Processed")
 
ChecksToJE-Class
 
Class to use for the zero balance row
 
[Settings]ChecksToBill


 
ChecksToBill allows you to auto convert expense checks for employees to bills for a vendor.  This is used when you have employees where you use vendors to pay there expenses.  Note that the employee name must match the vendor name (with something added on the end).
 
ChecksToBill
 
1=Convert checks to bills, 2=zero balance the bill to a payable account, 3=zero balance existing bills only (no conversion)
 
ChecksToBill-Account
 
Account for the zero balancing row (default is Expenses Payable)
 
ChecksToBill-AppendName2Account
 
Puts each zero balance row in a sub account named the employee name (Expenses Payable:Alan Adler)

 
ChecksToBill-AppendName
 
Text to add to employee name when converting to a vendor.  For instance if the employee is "Alan Adler" and the vendor is "Alan Adler (V)" then "(V)" is this field (default is "(V)")
 
ChecksToBill-RemoveName
 
Text to remove from employee name when converting to a vendor.  For instance if the employee is "Alan Adler (E)" and the vendor is "Alan Adler" then "(E)" is this field
 
ChecksToBill-Prompt
 
Prompt before converting
 
ChecksToBill-ConvertName
 
When converting employee name to vendor name, converts first name to initial: 1=Alan Adler -> A. Adler, 2=No period (A Adler)

 
ChecksToBill-Memo

 
String that must be in the memo to select for conversion (default "Expense").  Supports "|" to search for multiple strings ("Expense|Processed")
 
ChecksToBill-Terms
 
Terms to use for the memo due date
 
ChecksToBill-Days
 
Term days for the memo due date
 
ChecksToBill-Item
 
Item to use for zero balancing items
 
ChecksToBill-Class
 
Class to use for the zero balance row.  If set to "(Copy)" then the first line items class will be used.
 
ChecksToBill-ApAccount
 
AP account for the bill (default is Accounts Payable)

 
ChecksToBill-ZeroBalance
 
Zero balance existing bills (no check to bill conversion needed)

 

 

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