Expense Reimbursement Settings Follow
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) |