Complete a controlled test by posting 2 - 5 expenses from the Approved and Export History sections in the Finance area.
1. When you are ready to post approved expenses, navigate to the Approved section and click in the relevant section for the type of expenses you wish to post.
2. Select the expenses for posting by selecting them individually or by ticking the Select All check box.
Please note: System filters are available to help you find the expenses you need.
3. Click the Export dropdown button and choose either Export All or Export Selected.
4. Click on the QuickBooks option in the export expenses box.
Please note: If the expenses are billable, you will need to mark them as Billed separately before posting from the Reconcilable or Reimbursable Approved sections. All expenses will be moved to the Completed section in the Finance area once the posting has been started. If any expenses are not moved, please check the billable section and complete manually.
5. Click the Export History link in the posting message box to view the status of the posting.
6. Click the Refresh option to get the most up-to-date posting status.
Please note: Transaction reference is the reference shown in QuickBooks. For example, if posting as a Bill, this will be the bill number.
7. Once Complete is shown against the posting, all expenses are successfully posted to QuickBooks.
Please note: If you find a Failed status is presented, below are the common reasons for this to happen:
Mapping to your categories is incomplete. Check that you have valid references for your categories and any categories/nominal codes entered in QuickBooks also exist in ExpenseIn.
Tax rates may be incomplete or not supported. Check that the tax rates entered in ExpenseIn and their references match those in QuickBooks. Note that if you use the Reverse Charge tax code in QuickBooks, this is not supported by the integration.
User references and/or account number fields for reimbursable or reconcilable expenses may be incorrect or missing. Check that your users have the correct reference as assigned in QuickBooks. If your employees are company card users, ensure that there is an appropriate supplier/payment account number field to match up to the account in QuickBooks.
If you have checked or updated all of the above, but a Failed posting status is still being returned, please contact our Support Team who will be happy to help with investigating why the failure happened.
8. Use the Bill EI number to locate the bill created in QuickBooks and check the details are all correct.
9. Repeat the steps in this guide to test posting reimbursable and reconcilable expenses to QuickBooks.
If you have any queries regarding posting expenses to QuickBooks, please contact us via Live Chat or by emailing support@expensein.com.
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