Topics covered in this article:
- Your Payee is Showing as 'Credit Card Misc.'
- Negative Expenses
- Company Card Expenses Exporting to the Wrong Account
- Why Can't I Export Without a Category Selected?
- Where Can I Find My Expenses?
- How to Avoid Credit Card Duplicates
Your Payee is Showing as 'Credit Card Misc.'
For non-reimbursable expenses, the payee field will list "Credit Card Misc." in QuickBooks Online, if the merchant name on the expense in Expensify is not an exact match to a vendor in QBO.
When an exact match is not available, "Credit Card Misc." is used to prevent multiple variations of the same vendor (e.g. Starbucks and Starbucks #1234, as is often seen in credit card statements) being created in QBO.
To have a different vendor listed, you can change the merchant name in Expensify to be a match to the appropriate vendor entry in QBO. For repeated expenses, best practice is to use Expense Rules, which will automatically update the merchant name without having to do it manually each time.
When connecting your non-US company to Expensify, we import your tax codes so that employees can apply them to their expenses.
Here is an example of how taxes map during import:
The Tax Name field and the rate listed under Tax on Purchase Items are imported into Expensify under Settings > Policies > Groups > [Policy Name] > Tax.
The defaults selected on the tax page will be applied to all Expenses but the user will have the option to select a tax rate on each expense.
To learn more about our tax tracking feature and how it is applied to your reports, click here.
When using QBO Multi-Currency, there are a few limitations based on your export options.
Vendor bills and Checks:
We recommend making sure the vendor currency and the A/P/Bank account currencies match.
While we are able to export your report, the currency conversion rates in QBO are not used. Everything will export with a currency conversion rate of 1:1.
In this example you see a vendor currency of CAD with a home currency of USD.
In order to correct this, you will need to manually update the conversion rate after the report has been exported to QBO.
Journal Entries, Credit Card, and Debit Card:
Multi-currency exports will fail as the account currency has to match both the vendor currency and the home currency.
Exporting Negative Expenses
In general, you can export negative expenses successfully to QBO regardless of which Export Option 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.
Company Card Expenses Exporting to the Wrong Account
There are a couple of factors that might cause your company card transactions to export to the wrong place in your accounting system. The first thing you'll want to do is make sure that the cards have been mapped to the correct accounts through domain control. Once that's been confirmed, double check the following:
Have the expenses in question been imported from a Company Card?
Only expenses that have the Card/Lock icon next to them can use the export mapping settings that you configure through Domain Control.
Expenses that have been 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 account selected in your connection's configuration settings.
If the expenses that you are trying to export are SmartScanned receipt expenses that should have been merged with an imported Company Card expense, you can take some troubleshooting steps to determine why these expenses did not merge together automatically.
Have you selected the correct export option in your Sync Options settings?
Even if you have mapped your cards to specific accounts in Domain Control, you still need to select the appropriate export option under Settings > Policies > Groups > [Policy Name] > Connections > Configure. For example, if you select specific Credit Card accounts for your cards in Domain Control, you need to be sure to select "Credit Card" as your non-reimbursable export option:
Is the report exporter a Domain Admin?
The user exporting the report must be a Domain Admin. You can check the Report History & Comments section near the bottom of an individual report to see who exported it.
If your reports are being exported automatically by Concierge, the user listed as the Preferred Exporter under Settings > Policies > Groups > [Policy Name] > Connections > 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 default account selected in the Non-Reimbursable section of your Export configuration settings under Settings > Policies > Groups > [Policy Name] > Connections > Configure.
Has the card been mapped under the correct policy?
If you have multiple policies connected to the same accounting system, there will be a separate list of accounts displayed for each policy. Unless you choose an account listed under the same policy as the report you are exporting, expenses will export to the default account.
Why Can't I Export Without a Category Selected?
When exporting to QuickBooks Online, each expense has to have a category selected.
The selected category has to be imported in from QBO and cannot be manually created within the policy settings.
Where Can I Find My Expenses?
In the Report History and Comments section of the report, there will be a link that says "View Non-Reimbursable Expenses" or "View Reimbursable Expenses." Clicking that link should take you directly to where these expenses have been exported.
Reports will export to QBO based upon the settings you have configured in the Connections area of the policy settings. You can learn more about how to configure this connection here.
How to Avoid Credit Card Duplicates
When importing a banking feed directly into QBO while simultaneously importing transactions from Expensify, there is a potential for duplicate transactions to appear in QuickBooks.
To avoid this, you'll need to make sure reports are exported from Expensify prior to importing the banking feed in QBO.
Step 1: Complete the approval process in Expensify
(For a more in depth explanation of Approval Workflows, take a look at the Approval Workflow help doc.)
In order to export any expenses to QBO, they must first be added to a report and the report must be approved. Depending on how you have set up your policy, reports may require the approval of one person or multiple people. Ultimately, the approval process will be complete once the last user who views the report selects Final Approve:
Step 2: Export Reports to QuickBooks Online
For expenses exported from Expensify to match within the QuickBooks Banking platform, you need to make sure that 1) these expenses are marked as non-reimbursable within Expensify and 2) you select "Credit Card" as your non-reimbursable export option:
(For a more in depth explanation of available export options, take a look at the QuickBooks Online: Export Options help doc.)
If you have Auto-Sync enabled, once the report is final approved, Concierge will export it to QBO automatically. If you aren't using Auto-Sync, you will need to manually export the report. Once the reports have been exported, you will see a QBO symbol next to the report:
Step 3: Import your credit card transactions into QuickBooks Online
Once Step 1 and 2 are complete, you are now ready to add your credit card transactions into QBO. The imported banking transactions will match up with the transactions imported from Expensify. QBO will prompt you to match the transactions, similar to the example below:
Completing the import steps in this order will avoid duplicate transactions in QBO.