diff --git a/docs/articles/expensify-classic/connections/quickbooks-online/Configure-Quickbooks-Online.md b/docs/articles/expensify-classic/connections/quickbooks-online/Configure-Quickbooks-Online.md index 99e598adb06a..3fd1df0c0a1c 100644 --- a/docs/articles/expensify-classic/connections/quickbooks-online/Configure-Quickbooks-Online.md +++ b/docs/articles/expensify-classic/connections/quickbooks-online/Configure-Quickbooks-Online.md @@ -3,4 +3,138 @@ title: Configure Quickbooks Online description: Configure Quickbooks Online --- -# Coming soon +# Best Practices Using QuickBooks Online + +A connection to QuickBooks Online lets you combine the power of Expensify's expense management features with QuickBooks’s accounting capabilities. By following the recommended best practices below, your finances will be automatically categorized correctly and accounted for in the right place. + +- Configure your setup immediately after making the connection, and review each settings tab thoroughly. +- Keep Auto Sync enabled. + - The daily sync will update Expensify with any changes to your chart of accounts, customers/projects, or bank accounts in QuickBooks Online. + - Finalized reports will be exported to QuickBooks Online automatically, saving your admin team time with every report. +- Set your preferred exporter to a user who is both a workspace and domain admin. +- Configure your coding settings and enforce them by requiring categories and tags on expenses. + +# Accessing the QuickBooks Configuration Settings + +QuickBooks Online is connected at the workspace level, and each workspace can have a unique configuration that dictates how the connection functions. To access the configuration: + +1. Click **Settings** near the bottom of the left-hand menu. +2. Navigate to Workspaces > Groups > [workspace Name] > Connections. +3. Scroll down to the QuickBooks Online connection and click the **Configure** button to open the settings menu. + +# Step 1: Configure Export Settings + +The following steps help you determine how data will be exported from Expensify to QuickBooks Online. + +1. Click the **Configure** button under the QuickBooks Online connection to open the settings menu. +2. Under the Export tab, review each of the following export settings: + - _Preferred Exporter_: Choose a Workspace Admin to set as the Preferred Exporter. + - Concierge exports reports automatically on behalf of the preferred exporter. + - Other Workspace Admins will still be able to export to QuickBooks Online manually. + - If you set different export bank accounts for individual company cards under Settings > Domain > Company Cards, your Preferred Exporter must be a Domain Admin in addition to a Workspace Admin. + - _Date_: When exporting reports to QuickBooks Online, you can choose the report’s submitted date, the report’s exported date, or the date of the last expense on the report. + - If you choose a Credit Card or Debit Card for non-reimbursable expenses, we’ll use the transaction date on each expense during export. + - _Reimbursable expenses_: Reimbursable expenses export to QuickBooks Online as: + - Vendor Bills (recommended): This is a single itemized vendor bill for each Expensify report. + - Checks - This is a single itemized check for each Expensify report. You can mark a check to be printed later in QuickBooks Online. + - Journal Entries - This is a single itemized journal entry for each Expensify report. + - _Non-reimbursable expenses_: Non-reimbursable expenses export to QuickBooks Online as: + - Credit Card expenses - Each expense will be exported as a bank transaction with its transaction date. + - Debit Card Expenses - Each expense will be exported as a bank transaction with its transaction date. + - Vendor Bills - A single detailed vendor bill is generated for each Expensify report. + - If the accounting period is closed, the vendor bill will be posted on the first day of the next open period. If you choose to export non-reimbursable expenses as Vendor Bills, you can assign a default vendor to the bill. + - The export will use your default vendor if you have Default Vendor enabled. If the Default Vendor is disabled, the report’s submitter will be set as the Vendor in QuickBooks. + - _Billable Expenses_: In Expensify, you can designate expenses as billable. These will be exported to QuickBooks Online with the billable flag. + - This feature applies only to expenses exported as Vendor Bills or Checks. To maximize this functionality, ensure that any billable expense is associated with a Customer/Job. + - _Export Invoices_: If you are creating Invoices in Expensify and exporting these to QuickBooks Online, this is the account the invoice will appear against. + +## Step 1B: Optional Configuration When Company Cards Are Connected +1. Click **Settings** near the bottom of the left-hand menu. +2. Navigate to Domains > [domain name] > Company Cards. +3. If you have more than one company card connection, select the connection first. +4. Locate the cardholder you want to configure in the list, +5. Click the **Edit Exports** button and assign the account the card expenses should export to in QuickBooks Online. + +# Step 2: Configure Coding Settings + +The following steps help you determine how data will be imported from QuickBooks Online to Expensify. + +1. Click the **Configure** button under the QuickBooks Online connection to open the settings menu. +2. Under the Coding tab, review each of the following settings and configure the options to determine what information will be imported: + - _Categories_: QuickBooks Online Chart of Accounts are imported into Expensify as categories. This is enabled by default and cannot be disabled. + - Equity-type accounts will also be imported as categories. + - Other Current Liabilities can only be exported as Journal Entries if the submitter is set up as an Employee in QuickBooks. + - _Classes and Customers/Projects_: If you use Classes or Customers/Projects in QuickBooks Online, you can import those into Expensify as Tags or Report Fields: + - Tags let you apply a Class and/or Customer/Project to each expense. + - Report Fields enables you to apply a Class and/or Customer/Project to all expenses on a report. + - Note: Although Projects can be imported into Expensify and coded to expenses, due to the limitations of the QuickBooks API, expenses cannot be created within the Projects module in QuickBooks. + - _Locations_: When enabled will import into Expensify as a Report Field or, if you export reimbursable expenses as Journal Entries and non-reimbursable expenses as Credit/Debit Card, you can import Locations as Tags. + - _Items_: If you use Items in QuickBooks Online, you can import Items defined with Purchasing Information (with or without Sales Information) into Expensify as Categories. + - _Tax_: Once enabled, QuickBooks Online tax rates can be further configured on the Settings > Workspaces > Groups > [Workspace Name] > [Tax](https://expensify.com/policy?param=%7B%22policyID%22:%22B936DE4542E9E78B%22%7D#tax) page. + - Note: Tax cannot be exported to Journal Entries in QuickBooks Online. + +# Step 3: Configure Advanced Settings + +The following steps help you determine the advanced settings for your connection, like auto-sync. + +1. Click the **Configure** button under the QuickBooks Online connection to open the settings menu. +2. Under the Advanced tab, review each of the following settings and configure the options you wish to use: + - _Auto Sync_: When enabled, the connection will sync daily 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. + - Reimbursable expenses will export after reimbursement occurs or the report is marked as reimbursed outside Expensify when using Direct or Indirect reimbursement. + - Non-reimbursable expenses will export automatically after the report is final approved. + - _Newly Imported Categories Should Be_: When a new account is created in the QuickBooks Online chart of accounts, this setting controls whether the new category in Expensify is enabled or disabled by default. Disabled categories are not visible to employees when coding expenses. + - _Invite Employees_: When enabled, Auto Sync imports QuickBooks Online employee records and invites them to the workspace. + - _Automatically Create Entities_: If you export reimbursable expenses as Vendor Bills or Journal Entries, Expensify will automatically create a vendor in QuickBooks (If one does not already exist). Expensify will also automatically create a customer when exporting Invoices. + - _Sync Reimbursed Reports_: Enabling will mark the Vendor Bill as paid in QuickBooks Online if you reimburse a report via ACH direct deposit in Expensify. If you reimburse outside of Expensify, then marking the Vendor Bill as paid in QuickBooks Online will automatically mark the report as reimbursed in Expensify. + - _QuickBooks Account_: Select the bank account your reimbursements are coming out of, and we'll create the payment in QuickBooks. + - _Collection Account_: When exporting invoices from Expensify to Quickbooks Online, the invoice will appear against the Collection Account once marked as Paid. + +{% include faq-begin.md %} + +## Why am I seeing duplicate credit card expenses in QuickBooks Online? + +When importing a banking feed directly into QuickBooks Online while also importing transactions from Expensify, it’s possible to encounter duplicate entries in QuickBooks. To prevent this, follow these steps: + +- Step 1: Complete the Approval Process in Expensify +Before exporting any expenses to QuickBooks Online, ensure they are added to a report and the report receives approval. Depending on your Workspace setup, reports may require approval from one or more individuals. The approval process concludes when the last user who views the report selects “Final Approve.” +- Step 2: Exporting Reports to QuickBooks Online +To ensure expenses exported from Expensify match seamlessly in the QuickBooks Banking platform, make sure these expenses are marked as non-reimbursable within Expensify and that “Credit Card” is selected as the non-reimbursable export option for your expenses. +- Step 3: Importing Your Credit Card Transactions into QuickBooks Online +After completing Steps 1 and 2, you can import your credit card transactions into QuickBooks Online. These imported banking transactions will align with the ones brought in from Expensify. QuickBooks Online will guide you through the process of matching these transactions, similar to the example below: + +## What happens if the report can’t be exported to QuickBooks Online automatically? + +If a report encounters an issue during automatic export to QuickBooks Online, you’ll receive an email with details about the problem, including any specific error messages. These messages will also be recorded in the report’s history section. + +The report will be placed in your Home for your attention. You can address the issues there. If you need further assistance, refer to our QuickBooks Online Export Errors page or export the report manually. + +## What happens to existing approved and reimbursed reports if I enable Auto Sync? + +- If Auto Sync was disabled when your Workspace was linked to QuickBooks Online, enabling it won’t impact existing reports that haven’t been exported. +- If a report has been exported and reimbursed via ACH, it will be automatically marked as paid in QuickBooks Online during the next sync. +- If a report has been exported and marked as paid in QuickBooks Online, it will be automatically marked as reimbursed in Expensify during the next sync. +- Reports that have yet to be exported to QuickBooks Online won’t be automatically exported. + +## Does splitting a non-reimbursable expense affect how it exports to QuickBooks Online? + +When exporting non-reimbursable expenses as Credit Card or Debit Card expenses, split expenses will be consolidated it into a single credit card transaction in QuickBooks with multiple line items posted to the corresponding General Ledger accounts. + +Pro-Tip: To ensure the payee field in QuickBooks Online reflects the merchant name for Credit Card expenses, ensure there’s a matching Vendor in QuickBooks Online. Expensify checks for an exact match during export. If none are found, the payee will be mapped to a vendor we create and labeled as Credit Card Misc. or Debit Card Misc. + +## I’m using multi-currency in QuickBooks Online, how do I control the currency conversion rate? + +When working with QuickBooks Online Multi-Currency, there are some things to remember when exporting Vendor Bills and Check! Make sure the vendor’s currency and the Accounts Payable (A/P) bank account match. + +In QuickBooks Online, the currency conversion rates are not applied when exporting. All transactions will be exported with a 1:1 conversion rate, so for example, if a vendor’s currency is CAD (Canadian Dollar) and the home currency is USD (US Dollar), the export will show these currencies without applying conversion rates. + +To correct this, you must manually update the conversion rate after the report has been exported to QuickBooks Online. + +**Specifically for Vendor Bills**: + +- If multi-currency is enabled and the Vendor’s currency is different from the Workspace currency, OR if QuickBooks Online home currency is foreign from the Workspace currency, then: +- We create the Vendor Bill in the Vendor’s currency (this is a QuickBooks Online requirement - we don’t have a choice) +- We set the exchange rate between the home currency and the Vendor’s currency +- We convert line item amounts to the vendor’s currency + +{% include faq-end.md %} diff --git a/docs/articles/expensify-classic/connections/quickbooks-online/Connect-To-QuickBooks-Online.md b/docs/articles/expensify-classic/connections/quickbooks-online/Connect-To-QuickBooks-Online.md index 1d536d7bdb66..970f17c59018 100644 --- a/docs/articles/expensify-classic/connections/quickbooks-online/Connect-To-QuickBooks-Online.md +++ b/docs/articles/expensify-classic/connections/quickbooks-online/Connect-To-QuickBooks-Online.md @@ -1,325 +1,43 @@ --- -title: QuickBooks Online +title: Connect to QuickBooks Online description: Everything you need to know about using Expensify's direct integration with QuickBooks Online. order: 1 --- -# Overview The Expensify integration with QuickBooks Online brings in your expense accounts and other data and even exports reports directly to QuickBooks for easy reconciliation. Plus, with advanced features in QuickBooks Online, you can fine-tune coding settings in Expensify for automated data export to optimize your accounting workflow. ## Before connecting -It's crucial to understand the requirements based on your specific QuickBooks subscription: - +It’s crucial to understand the requirements based on your specific QuickBooks subscription: - While all the features are available in Expensify, their accessibility may vary depending on your QuickBooks Online subscription. -- An error will occur if you try to export to QuickBooks with a feature enabled that isn't part of your subscription. +- An error will occur if you try to export to QuickBooks Online with a feature enabled that isn’t part of your subscription. - Please be aware that Expensify does not support the Self-Employed subscription in QuickBooks Online. ![QuickBooks Online - Subscription types]({{site.url}}/assets/images/QBO1.png){:width="100%"} -# How to connect to QuickBooks Online - -## Step 1: Setup employees in QuickBooks Online - -Employees must be set up as either Vendors or Employees in QuickBooks Online. Make sure to include the submitter's email in their record. +# Step 1: Setup Employees in QuickBooks Online +Employees must be set up as either Vendors or Employees in QuickBooks Online. Make sure to include the submitter’s email in their record. If you use vendor records, you can export as Vendor Bills, Checks, or Journal Entries. If you use employee records, you can export as Checks or Journal Entries (if exporting against a liability account). -Additional Options for Streamlined Setup: - -- Automatic Vendor Creation: Enable “Automatically Create Entities” in your connection settings to automatically generate Vendor or Employee records upon export for submitters that don't already exist in QBO. -- Employee Setup Considerations: If setting up submitters as Employees, ensure you activate QuickBooks Online Payroll. This will grant access to the Employee Profile tab to input employee email addresses. +# Step 2: Connect Expensify and QuickBooks Online +1. Click **Settings** near the bottom of the left-hand menu. +2. Navigate to Workspaces > Groups > [workspace Name] > Connections. +3. Click on **Connect to QuickBooks Online**. +4. Click the **Create a New QuickBooks Online Connection** button. +5. Enter your QuickBooks Online Administrator’s login information and choose the QuickBooks Online Company File you want to connect to Expensify (you can connect one Company File per Workspace). +6. Then click **Authorize**. +7. You will be redirected back to Expensify and the connection will import some initial settings from QuickBooks Online to Expensify. +8. Once the sync is complete, the configuration window for QuickBooks Online will open automatically so you can configure your export, import, and advanced settings. +9. Click the **Save** button when you’re done configuring to finalize the connection. -## Step 2: Connect Expensify and QuickBooks Online - -- Navigate to Settings > Workspaces > Group > [Workspace Name] > Connections > QuickBooks Online. Click Connect to QuickBooks. -- Enter your QuickBooks Online Administrator’s login information and choose the QuickBooks Online Company File you want to connect to Expensify (you can connect one Company File per Workspace). Then click Authorize. -- Enter your QuickBooks Online Administrator’s login information and choose the QuickBooks Online Company File you want to connect to Expensify (you can connect one Company File per Workspace): - -## Exporting historical Reports to QuickBooks Online: +## Step 2B: Exporting Historical Reports to QuickBooks Online After connecting QuickBooks Online to Expensify, you may receive a prompt to export all historical reports from Expensify. To export multiple reports at once, follow these steps: -- Go to the Reports page on the web. -- Tick the checkbox next to the reports you want to export. -- Click 'Export To' and select 'QuickBooks Online' from the drop-down list. - -If you don't want to export specific reports, click “Mark as manually entered” on the report. - -# How to configure export settings for QuickBooks Online - -Our QuickBooks Online integration offers a range of features. This section will focus on Export Settings and how to set them up. - -## Preferred Exporter - -Any Workspace admin can export to your accounting integration, but the Preferred Exporter can be chosen to automate specific steps. You can set this role from Settings > Workspaces > Group > [Workspace Name] > Connections > Configure > Export > Preferred Exporter. - -The Preferred Exporter: - -- Is the user whose Concierge performs all automated exports on behalf of. -- Is the only user who will see reports awaiting export in their **Home.** -- Must be a **Domain Admin** if you have set individual GL accounts for Company Card export. -- Must be a **Domain Admin** if this is the Preferred Workspace for any Expensify Card domain using Automatic Reconciliation. - -## Date - -When exporting reports to QuickBooks Online, you can choose the report's **submitted date**, the report's **exported date**, or the **date of the last expense on the report.** - -Most export options (Check, Journal Entry, and Vendor Bill) will create a single itemized entry with one date. -Please note that if you choose a Credit Card or Debit Card for non-reimbursable expenses, we'll use the transaction date on each expense during export. - -# Reimbursable expenses - -Reimbursable expenses export to QuickBooks Online as: - -- Vendor Bills -- Checks -- Journal Entries - -## Vendor bill (recommended) - -This is a single itemized vendor bill for each Expensify report. If the accounting period is closed, we will post the vendor bill on the first day of the next open period. If you export as Vendor Bills, you can also choose to Sync reimbursed reports (set on the Advanced tab). **An A/P account is required to export to a vendor bill.** - -The submitter will be listed as the vendor in the vendor bill. - -![Vendor Bill]({{site.url}}/assets/images/QBO2-Bill.png){:width="100%"} - -## Check - -This is a single itemized check for each Expensify report. You can mark a check to be printed later in QuickBooks Online. - -![Check to print]({{site.url}}/assets/images/QBO3-Checktoprint.png){:width="100%"} - -## Journal entry - -This is a single itemized journal entry for each Expensify report. - -![Journal Entry]({{site.url}}/assets/images/QBO4-JournalEntry.png){:width="100%"} - -# Non-reimbursable expenses - -Non-reimbursable expenses export to QuickBooks Online as: - -- Credit Card expenses -- Debit Card Expenses -- Vendor Bills - -## Credit/debit card - -Using Credit/Debit Card Transactions: - -- Each expense will be exported as a bank transaction with its transaction date. -- If you split an expense in Expensify, we'll consolidate it into a single credit card transaction in QuickBooks with multiple line items posted to the corresponding General Ledger accounts. - -Pro-Tip: To ensure the payee field in QuickBooks Online reflects the merchant name for Credit Card expenses, ensure there's a matching Vendor in QuickBooks Online. Expensify checks for an exact match during export. If none are found, the payee will be mapped to a vendor we create and labeled as Credit Card Misc. or Debit Card Misc. - -![Expense]({{site.url}}/assets/images/QBO5-Expense.png){:width="100%"} - -If you centrally manage your company cards through Domains, you can export expenses from each card to a specific account in QuickBooks. - -## Vendor Bill - -- A single detailed vendor bill is generated for each Expensify report. If the accounting period is closed, the vendor bill will be posted on the first day of the next open period. If you choose to export non-reimbursable expenses as Vendor Bills, you can assign a default vendor to the bill. -- The export will use your default vendor if you have Default Vendor enabled. If the Default Vendor is disabled, the report's submitter will be set as the Vendor in QuickBooks. - -## Billable Expenses - -- In Expensify, you can designate expenses as billable. These will be exported to QuickBooks Online with the billable flag. This feature applies only to expenses exported as Vendor Bills or Checks. To maximize this functionality, ensure that any billable expense is associated with a Customer/Job. - -## Export Invoices - -If you are creating Invoices in Expensify and exporting these to QuickBooks Online, this is the account the invoice will appear against. - -# Configure coding for QuickBooks Online - -The coding tab is where your information is configured for Expensify; this will allow employees to code expenses and reports accurately. - -- Categories -- Classes and/or Customers/Projects -- Locations -- Items -- Tax - -## Categories - -QuickBooks Online expense accounts will be automatically imported into Expensify as Categories. - -## Account Import - -Equity type accounts will also be imported as categories. - -Important notes: - -- Other Current Liabilities can only be exported as Journal Entries if the submitter is set up as an Employee in QuickBooks. -- Exchange Gain or Loss detail type does not import. - -Recommended steps to take after importing the expense accounts from QuickBooks to Expensify: - -- Go to Settings > Workspaces > Groups > [Workspace Name] > Categories to see the accounts imported from QuickBooks Online. -- Use the enable/disable button to choose which Categories to make available to your employees, and set Category specific rules via the blue settings cog. -- If necessary, edit the names of imported Categories to make expense coding easier for your employees. (Please Note: If you make any changes to these accounts in QuickBooks Online, the category names on Expensify's side will revert to match the name of the account in QuickBooks Online the next time you sync). -- If you use Items in QuickBooks Online, you can import them into Expensify as Categories. - -Please note that each expense has to have a category selected to export to QuickBooks Online. The chosen category has to be imported from QuickBooks Online and cannot be manually created within the Workspace settings. - -## Classes and Customers/Projects - -If you use Classes or Customers/Projects in QuickBooks Online, you can import those into Expensify as Tags or Report Fields: - -- Tags let you apply a Class and/or Customer/Project to each expense. -- Report Fields enables you to apply a Class and/or Customer/Project to all expenses on a report. - -Note: Although Projects can be imported into Expensify and coded to expenses, due to the limitations of the QuickBooks API, expenses cannot be created within the Projects module in QuickBooks. - -## Locations - -Locations can be imported into Expensify as a Report Field or, if you export reimbursable expenses as Journal Entries and non-reimbursable expenses as Credit/Debit Card, you can import Locations as Tags. - -## Items - -If you use Items in QuickBooks Online, you can import Items defined with Purchasing Information (with or without Sales Information) into Expensify as Categories. - -## Tax - -- Using our tax tracking feature, you can assign a tax rate and amount to each expense. -- To activate tax tracking, go to connection configuration and enable it. This will automatically import purchasing taxes from QuickBooks Online into Expensify. -- After the connection is set, navigate to Settings > Workspaces > Groups > [Workspace Name] > Tax. Here, you can view the taxes imported from QuickBooks Online. -- Use the enable/disable button to choose which taxes are accessible to your employees. -- Set a default tax for the Company Workspace, which will automatically apply to all new expenses. -- Please note that, at present, tax cannot be exported to Journal Entries in QuickBooks Online. -- Expensify performs a daily sync to ensure your information is up-to-date. This minimizes errors from outdated QuickBooks Online data and saves you time on syncing. - -# How to configure advanced settings for QuickBooks Online - -The advanced settings are where functionality for automating and customizing the QuickBooks Online integration can be enabled. -Navigate to this section of your Workspace by following Settings > Workspaces > Group > [Workspace Name] > Connections > Configure button > Advanced tab. - -## Auto Sync -With QuickBooks Online auto-sync, once a non-reimbursable report is final approved in Expensify, it's automatically queued for export to QuickBooks Online. For expenses eligible for reimbursement with a linked business bank account, they'll sync when marked as reimbursed. - -## Newly Imported Categories - -This setting determines the default status of newly imported categories from QuickBooks Online to Expensify, either enabled or disabled. - -## Invite Employees - -Enabling this automatically invites all Employees from QuickBooks Online to the connected Expensify Company Workspace. If not, you can manually invite or import them using a CSV file. - -## Automatically Create Entities - -When exporting reimbursable expenses as Vendor Bills or Journal Entries, Expensify will automatically create a vendor in QuickBooks if one doesn't exist. It will also generate a customer when exporting Invoices. - -## Sync Reimbursed Reports - -Enabling this marks the Vendor Bill as paid in QuickBooks Online when you reimburse a report via ACH direct deposit in Expensify. If reimbursing outside Expensify, marking the Vendor Bill as paid will automatically in QuickBooks Online update the report as reimbursed in Expensify. Note: After enabling this feature, select your QuickBooks Account in the drop-down, indicating the bank account for reimbursements. - -## Collection Account - -If you are exporting Invoices from Expensify to Quickbooks Online, this is the account the Invoice will appear against once marked as Paid. - -# Deep Dive - -## Preventing Duplicate Transactions in QuickBooks - -When importing a banking feed directly into QuickBooks Online while also importing transactions from Expensify, it's possible to encounter duplicate entries in QuickBooks. To prevent this, follow these steps: - -Step 1: Complete the Approval Process in Expensify - -- Before exporting any expenses to QuickBooks Online, ensure they are added to a report and the report receives approval. Depending on your Workspace setup, reports may require approval from one or more individuals. The approval process concludes when the last user who views the report selects "Final Approve." - -Step 2: Exporting Reports to QuickBooks Online - -- To ensure expenses exported from Expensify match seamlessly in the QuickBooks Banking platform, make sure these expenses are marked as non-reimbursable within Expensify and that “Credit Card” is selected as the non-reimbursable export option for your expenses. - -Step 3: Importing Your Credit Card Transactions into QuickBooks Online - -- After completing Steps 1 and 2, you can import your credit card transactions into QuickBooks Online. These imported banking transactions will align with the ones brought in from Expensify. QuickBooks Online will guide you through the process of matching these transactions, similar to the example below: - -![Transactions]({{site.url}}/assets/images/QBO7-Transactions.png){:width="100%"} - -## Tax in QuickBooks Online - -If your country applies taxes on sales (like GST, HST, or VAT), you can utilize Expensify's Tax Tracking along with your QuickBooks Online tax rates. Please note: Tax Tracking is not available for Workspaces linked to the US version of QuickBooks Online. If you need assistance applying taxes after reports are exported, contact QuickBooks. - -To get started: - -- Go to Settings > Workspaces > Group > [Workspace Name] > Connections, and click Configure. -- Navigate to the Coding tab. -- Turn on **Tax**. -- Click Save. This imports the Tax Name and rate from QuickBooks Online. -- Visit Settings > Workspaces > Group > [Workspace Name] > Tax to view the imported taxes. -- Use the enable/disable button in the Tax tab to choose which taxes your employees can use. - -Remember, you can also set a default tax rate for the entire Workspace. This will be automatically applied to all new expenses. The user can still choose a different tax rate for each expense. - -Tax information can't be sent to Journal Entries in QuickBooks Online. Also, when dealing with multiple tax rates, where one receipt has different tax rates (like in the EU, UK, and Canada), users should split the expense into the respective parts and set the appropriate tax rate for each part. - -## Multi-currency - -When working with QuickBooks Online Multi-Currency, there are some things to remember when exporting Vendor Bills and Check! Make sure the vendor's currency and the Accounts Payable (A/P) bank account match. - -In QuickBooks Online, the currency conversion rates are not applied when exporting. All transactions will be exported with a 1:1 conversion rate, so for example, if a vendor's currency is CAD (Canadian Dollar) and the home currency is USD (US Dollar), the export will show these currencies without applying conversion rates. - -![Check]({{site.url}}/assets/images/QBO6-Check.png){:width="100%"} - -To correct this, you must manually update the conversion rate after the report has been exported to QuickBooks Online. - -Specifically for Vendor Bills: - -If multi-currency is enabled and the Vendor's currency is different from the Workspace currency, OR if QuickBooks Online home currency is foreign from the Workspace currency, then: - -- We create the Vendor Bill in the Vendor's currency (this is a QuickBooks Online requirement - we don't have a choice) -- We set the exchange rate between the home currency and the Vendor's currency -- We convert line item amounts to the vendor's currency - -Let's consider this example: - -- QuickBooks Online home currency is USD -- Vendor's currency is VND -- Workspace (report) currency is JPY - -Upon export, we: - -1. Specified the bill is in VND -2. Set the exchange rate between VND and USD (home currency), computed at the time of export. -3. Converted line items from JPY (currency in Expensify) to VND -4. QuickBooks Online automatically computed the USD amount (home currency) based on the exchange rate we specified -5. Journal Entries, Credit Card, and Debit Card: - -Multi-currency exports will fail as the account currency must match both the vendor and home currencies. - -## Report Fields - -Report fields are a handy way to collect specific information for a report tailored to your organization's needs. They can specify a project, business trip, client, location, and more! - -When integrating Expensify with Your Accounting Software, you can create your report fields in your accounting software so the next time you sync your Workspace, these fields will be imported into Expensify. - -To select how a specific field imports to Expensify, head to Settings > Workspaces > Group > -[Workspace Name] > Connections > Accounting Integrations > QuickBooks Online > Configure > Coding. - -Here are the QuickBooks Online fields that can be mapped as a report field within Expensify: - -- Classes -- Customers/Projects -- Locations - -{% include faq-begin.md %} - -## What happens if the report can't be exported to QuickBooks Online automatically? - -If a report encounters an issue during automatic export to QuickBooks Online, you'll receive an email with details about the problem, including any specific error messages. These messages will also be recorded in the report's history section. - -The report will be placed in your Home for your attention. You can address the issues there. If you need further assistance, refer to our QuickBooks Online Export Errors page or export the report manually. - -## How can I ensure that I final approve reports before they're exported to QuickBooks Online? - -To ensure reports are reviewed before export, set up your Workspaces with the appropriate workflow in Expensify. Additionally, consider changing your Workspace settings to enforce expense Workspace workflows strictly. This guarantees that your Workspace's workflow is consistently followed. - -## What happens to existing approved and reimbursed reports if I enable Auto Sync? - -- If Auto Sync was disabled when your Workspace was linked to QuickBooks Online, enabling it won't impact existing reports that haven't been exported. -- If a report has been exported and reimbursed via ACH, it will be automatically marked as paid in QuickBooks Online during the next sync. -- If a report has been exported and marked as paid in QuickBooks Online, it will be automatically marked as reimbursed in Expensify during the next sync. -- Reports that have yet to be exported to QuickBooks Online won't be automatically exported. +1. Open the Reports page in a web browser. +2. Reset the filters and then adjust the filters to display the reports in question. +3. Check the box to the left of the reports you want to export. +4. Click **Export To** and select **QuickBooks Online**. + - If you don’t want to export specific reports, select “Mark as manually entered” instead. -{% include faq-end.md %} diff --git a/docs/articles/expensify-classic/connections/quickbooks-online/Quickbooks-Online-Troubleshooting.md b/docs/articles/expensify-classic/connections/quickbooks-online/Quickbooks-Online-Troubleshooting.md index 7e58ad83a164..158a55b93e0f 100644 --- a/docs/articles/expensify-classic/connections/quickbooks-online/Quickbooks-Online-Troubleshooting.md +++ b/docs/articles/expensify-classic/connections/quickbooks-online/Quickbooks-Online-Troubleshooting.md @@ -3,4 +3,187 @@ title: Quickbooks Online Troubleshooting description: Quickbooks Online Troubleshooting --- -# Coming soon +# ExpensiError QBO022: When exporting billable expenses, please make sure the account in QuickBooks Online has been marked as billable. + +**Why does this happen?** + +This error occurs when the account applied as a category to the expense in Expensify is not marked as as a billable type account. + +## How to fix it + +1. Log in to QuickBooks Online. +2. Click the Gear in the upper right-hand corner. +3. Under Company Settings click Expenses. +4. Enable the option “Make expenses and items billable” +5. Click on the pencil icon on the right to check if you have "In multiple accounts" selected: +6. If "In multiple accounts" is selected, go to Chart of Accounts and click Edit for the account in question. +7. Check the billable option and select an income account within your chart of accounts +8. Sync your QuickBooks Online connection in Settings > Workspaces > [click workspace] > Connections. +9. Open the report and click the Export to button and then the QuickBooks Online option. + +# ExpensiError QBO046: Feature Not Included in Subscription + +**Why does this happen?** + +This error occurs when your version of QuickBooks Online doesn’t support the feature you are using in Expensify. + +## How to fix it + +Though you will see all of these features available in Expensify, you will receive an error trying to export to QuickBooks if you have a feature enabled that isn't available with your QuickBooks Online subscription. + +**Here is a list of the features supported by each version:** +_Please note: Self Employed is not supported:_ + +![QuickBooks Online - Subscription types]({{site.url}}/assets/images/QBO1.png){:width="100%"} + +# ExpensiError QBO056: Expenses are not categorized with a QuickBooks Online account + +**Why does this happen?** + +QuickBooks Online requires all expenses exported from Expensify to use a category matching an account in your chart of accounts. If a category from another source is used, QuickBooks Online will reject the expense. This errors occurs when an expense on the report has a category applied that is not valid in QuickBooks Online. + +## How to fix it + +1. Sync your QuickBooks Online connection in Expensify from Settings > Workspaces > [click workspace] > Connections, and click the **Sync Now** button. +2. Review the expenses on the report. If any appear with a red _Category no longer valid_ violation, recategorize the expense until all expenses are violation-free. +3. Click the **Export t**o button and then the **QuickBooks Online** option. + - If you receive the same error, continue. +4. Note the categories used on the expenses and check the Settings > Workspaces > [workspace name] > Categories page to confirm the exact categories used on the report are enabled and connected to QuickBooks Online (you'll see a green QB icon next to all connected categories). +5. Confirm the categories used on the expenses in the report match exactly the accounts in your QuickBooks Online chart of accounts. +6. If you make any changes in QuickBooks Online or in Expensify, always sync the connection and then try to export again. + +# ExpensiError QBO088: Error Creating Vendor + +**Why does this happen?** + +This error occurs when you have an Employee Record set up with the employee's name, which prevents the Expensify integration from automatically creating the Vendor Record with the same name, since QuickBooks Online won't allow you to have an employee and vendor with the same name. + +## How to fix it + +There are two different ways you can resolve this error. + +**Option 1**: + +1. Log into QuickBooks Online. +2. Access the Employee Records for your submitters. +3. Edit the name to differentiate them from the name they have on their account in Expensify. +4. Sync your QuickBooks Online connection in Settings > Workspaces > [click workspace] > Connections. +5. Open the report and click the Export to button and then the QuickBooks Online option. + +**Option 2**: +1. Log into QuickBooks Online. +2. Manually create all of your Vendor Records, making sure that the email matches the email address associated with the user in Expensify. + - In this case, we recommend disabling _Automatically Create Entities_ under Settings > Workspaces > [workspace name] > Connections > Configure > Advanced, so that you will receive the correct error messages when a vendor record doesn't exist. + +# ExpensiError QBO097: When You Use Accounts Payable, You Must Choose a Vendor in the Name Field + +**Why does this happen?** + +This error occurs when you are exporting reimbursable expenses as Journal Entries against an A/P account and also use Employee Records in QuickBooks Online. + +## How to fix it + +There are three different ways you can resolve this error. +- Select a different type of export for reimbursable expenses under Settings > Workspaces > [worksapce name] > Connections > Configure > Export tab. +- Enable _Automatically Create Entities_ under Settings > Workspaces > [worksapce name] > Connections > Configure > Advanced to create vendor records automatically. +- Manually create vendor records in QuickBooks Online for each employee. + +# ExpensiError QBO099: Items marked as billable must have sales information checked + +**Why does this happen?** + +This error occurs when an Item category on an expense does not have sales information in QuickBooks Online. + +## How to fix it + +1. Log into QuickBooks Online. +2. Navigate to to your items list. +3. Click **Edit** to the right of the item used on the report with the error. Here you will see an option to check either "Sales" or "Purchasing". +4. Check the option for **Sales**. +5. Select an income account. +6. Save your changes. +7. Sync your QuickBooks Online connection in Settings > Workspaces > [workspace name] > Connections. +8. Open the report and click the **Export to** button and then the **QuickBooks Online** option. + + +# ExpensiError QBO193: Couldn't Connect to QuickBooks Online + +**Why does this happen?** + +This error occurs when the QuickBooks Online credentials used to make the connection have changed. + +_Note: This error message can also show up as, "QuickBooks Reconnect error: OAuth Token rejected.”_ + +## How to fix it + +1. Navigate to Settings > Workspaces > Groups > [workspace name] > Connections. +2. Click the **Sync Now** button. +3. In the pop-up window, click **Reconnect** and enter your current QuickBooks Online credentials. + +Note: If you are connecting with new credentials, you will need to reconfigure your settings and re-select the categories and tags you want enabled. We recommend taking a screenshot of your configuration settings beforehand so that you can reset the connection with those settings. + +# ExpensiError QBO077: Duplicate Document Number, This bill number has already been used. + +**Why does this happen?** + +This error occurs when settings in QuickBooks Online are enabled to warn of duplicate document numbers. + +## How to fix it + +1. Log into QuickBooks Online. +2. Navigate to Settings > Advanced. +3. Under the Other Preferences section, make sure "Warn if duplicate bill number is used" is set to "Off" +4. Sync your QuickBooks Online connection in Settings > Workspaces > [workspace name] > Connections. +5. Open the report and click the **Export to** button and then the **QuickBooks Online** option. + +# Export error: QuickBooks Online: The transaction needs to be in the same currency as the A/R and A/P accounts + +**Why does this happen?** + +This error occurs because the currency on the Vendor record in QuickBooks Online doesn't match the currency on the A/P account. + +## How to fix it + +1. Log into QuickBooks Online. +2. Open the vendor record. +3. Update the record to use with the correct A/P account, currency and an email matching their Expensify email. +You can find the correct Vendor record by exporting your QuickBooks Online [vendor list](https://community.expensify.com/home/leaving?allowTrusted=1&target=https%3A%2F%2Fqbo.intuit.com%2Fapp%2Fvendors) to a spreadsheet (click the export icon on the right-hand side of the page), and search for the email address of the person who submitted the report. + +If you have multiple Vendors with different currencies with the same email, Expensify is likely trying to export to the wrong one. + +1. Try removing the email address from the vendor in QuickBooks Online you aren't trying to export to. +2. Sync your QuickBooks Online connection in Settings > Workspaces > [workspace name] > Connections. +3. Open the report and click the **Export to** button and then the **QuickBooks Online** option. + +If this still fails, you'll need to confirm that the A/P account selected in Expensify is set to the correct currency for the export. + +1. Navigate to Settings > Workspaces > [workspace name] > Connections. +2. Under the Exports tab check that both A/P accounts are the correct currency. + +# Why are company card expenses exporting to the wrong account in QuickBooks Online? + +Multiple factors could be causing your company card transactions to export to the wrong place in your accounting system, but the best place to start is always the same. + +1. First, confirm that the company cards have been mapped to the correct accounts in Settings > Domains > Company Cards > click the **Edit Export button** for the card to view the account. +2. Next, confirm the expenses in question have been imported from the company card? + - Only expenses that have the Card+Lock icon next to them will export according to the mapping settings that you configure in the domain settings. + +It’s important to note that expenses imported from a card linked at the individual account level, expenses created from a SmartScanned receipt, and manually created cash expenses will export to the default bank account selected in your connection's configuration settings. + +**Is the report exporter a domain admin?** + +The user exporting the report must be a domain admin. You can check the history and comment section at the bottom of the report to see who exported the report. + +If your reports are being exported automatically by Concierge, the user listed as the Preferred Exporter under Settings > Workspaces > [workspaces name] > Connections > click **Configure** must be a domain admin as well. + +If the report exporter is not a domain admin, all company card expenses will export to the bank account set in Settings > Workspaces > [workspace name] > Connections > click **Configure** for non-reimbursable expenses. + +**Has the company card been mapped under the correct workspace?** + +If you have multiple workspaces connected to QuickBooks Online, each connected workspace will have a separate list of accounts to assign the card to. Unless you choose an account listed under the same workspace as the report you are exporting, expenses will export to the default bank account. + +# Can I export negative expenses to QuickBooks Online? + +In general, you can export negative expenses successfully to QBO regardless of which export method you choose. + +The one thing to keep in mind is that if you have Check selected as your export option, the total of the report can not be negative.