The QuickBooks® Tab Overview

The ExpenseWire System allows you to connect directly to your QuickBooks (QB) account! Using the Web Connector feature allows greater use and ability of expense managing by directly importing your expense data into QuickBooks accounts, which creates continuity between the ExpenseWire system and QuickBooks. Using the Bulk Upload feature in conjunction with Customer Support to create matching fields gets you started.

General Guidance

Only the ExpenseWire System Administrator can grant access to delegates for paying expense reports. This feature is enabled within your profile located in the Admin tab. Once the ExpenseWire System Administrator has enabled your account for QB, you can initiate the Web Connector installation and setup. Upon completion, you can connect to your QB account using the Web Connector.

It's important to have an accurate Bulk Upload of the matching fields in QB and the ExpenseWire system. Use the provided Bulk Upload.xls and complete as much information for each provided field that meets your General Ledger format. The more data provided, the smoother the data will flow into QB.

Customer Service can assist the Administrator where necessary. See the Quick Start Users Guide for more information on the Bulk Upload and other features.

Bulk Data Uploads Into ExpenseWire

If you are using the Bulk Upload spreadsheet to populate data into the ExpenseWire application, the following should be done to ensure proper data integration:

• Projects in QuickBooks must be loaded as Customers in the Bulk Upload.xls.

• The following applies to the User List tab:

• • If Customer Name is loaded in Column E (external ID), the value is sent to QuickBooks as the Vendor ID.

  • If Customer Name is loaded in Column F (external name), the value is sent to QuickBooks as the Vendor Name.

Once the bulk uploads are completed, the ExpenseWire System Administrator needs to set up the GL Accounts to match the QuickBooks Account fields within the GL Accounts section on the Administrators Toolbox.

Basic Steps to Get Started

1. Administrator enables account for QB.

2. End user installs and configures the ExpenseWire system to match the QB Account.

3. Import data directly into both QB and the ExpenseWire system by using the Web Connector.

The ExpenseWire system is designed to work with QuickBooks® 2004 and newer. QB 2006 and newer is recommended.

Basic Definitions

Vendor/Payee Name: The name of the employee that is going to receive the money, bill, ACH deposit, or check. The name must match precisely with the name in QuickBooks®, or an invalid merchant error is generated. In most cases, the External Name or External ID needs to be used. If the External ID is used, the value is sent to QuickBooks® as the Vendor ID. Otherwise it is sent as the Vendor Name.

Payment Account: The distribution account from which the money is recorded against, both for checks and bills. The account can either be sent as the GL Code or the GL Description. If the GL Codes used in the ExpenseWire System are the account names, then GL Code as Account Name should be used. Otherwise, the GL Code should be sent, which should match the Account ID, or the GL Description should be sent, which should match the Account Description.

AP Account: For bills only. This is the account from which the bill is paid from. The account name in the ExpenseWire System must match precisely with the account name in QuickBooks®. If Account IDs are being used, the checkbox "Is an ID, not a Name" may be checked with the Account ID entered in the AP Account field.

Payment Terms: For bills only. This is the terms by which the bill is paid. The default is "Due on Receipt". If IDs are being used, the checkbox "Is an ID, not a Name" may be checked with the Payment Term ID entered in the Payment Terms field.

Account to Draw From: For checks only. This is the account that was debited for the ACH transaction. The account name in the ExpenseWire System must match precisely with the account name in QuickBooks®. If Account IDs are being used, the checkbox "Is an ID, not a Name" may be checked with the Account ID entered in the Account to Draw From field.

ACH Check Reference: The ACH Check Reference field contains the text that is inserted into QuickBooks® in lieu of a Check Number. It only applies to Check transactions.

Memo: Two Memo fields, one for the bill or check transaction, and one that gets put in each distribution line. The Memo field for the header part of the transaction always contains the Expense ID and Expense Title. This field indicates what information should be put into the memo for the individual distribution lines.

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