Topics covered in this article:
- Customers Not Showing as Tags
- Credit Card Expenses Say 'Credit Card Misc.' Instead of the Merchant
- Categories Aren't Importing/Showing in Expensify
- Company Card Expenses Exporting to the Wrong Account
- Exporting Negative Expenses
- Why Can't I Export Without a Category Selected?
- Where Can I Find My Expenses?
Customers Not Showing as Tags
Xero only pulls in customers from the Xero contact list, not just contacts. In order for a contact to become a "customer" in Xero, it will need to have an invoice associated with it. If this is the first time a customer has been used in Xero, you can create a fake invoice for that customer, void it out, and then re-sync your connection to Xero in Expensify in order to then pull in this new "customer".
To do this, in Xero, click into the contact, then select New > Sales Invoice:
Fill out the few required pieces of information, save the invoice, and then go ahead and void it. Click Invoice Options > Void.
Your customer will now show up as a customer. Re-sync your Xero connection in Expensify and you should then see the customers appear in your tag list.
Credit Card Expenses Say 'Credit Card Misc,' Instead of the Merchant
Where the merchant in Expensify is an exact match to a contact you have set up in Xero then exported credit card expenses will show the vendor name. If not we use the the default name Expensify Credit Card Misc. This is done to prevent multiple variations of the same contact (e.g. Starbucks and Starbucks #1234 as is often seen in credit card statements) being created in Xero.
To change merchant names to match your vendor list in Xero, we recommend using our Expense Rules feature. More information on this can be found here.
Categories Aren't Importing/Showing in Expensify
First, if your categories are showing up correctly in the policy editor in Expensify, then you will need to make sure that they are not disabled. If they are disabled, your employees will not be able to use these categories in Expensify. So, just enable all of the categories that you want your employees to use.
Second, make sure your expense categories have actually been imported from Xero, and have not been manually created in Expensify. In the example below, the category with the Xero icon has been imported from Xero, while the category without the Xero icon has not been imported from Xero, and should be disabled (as using it will prevent a report from exporting).
Third, to display a Xero category in Expensify, it will need to be an Expense accounttype, or have Show in Expense Claims enabled prior to syncing your Xero connection in Expensify.
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 > [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 > [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 > [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.
When using multi-currency in Xero and exporting reimbursable expenses, the bill will use the output currency in your Expensify policy, as long as it is enabled in Xero.
Your general ledger reports will convert to the home currency in Xero using currency exchange rates, as set in Xero.
For non-reimbursable expenses, the bank transactions will use the currency on the bank account in Xero, regardless of the currency in Expensify.
If these currencies do not match, we use a 1:1 exchange rate, so make sure the output currency in Expensify matches the currency on the bank account in Xero.
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 > [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.
Exporting Negative Expenses
With reimbursable expense reports, the total of the report needs to be positive in order to export to Xero successfully. Individual reimbursable expenses can be negative as long as the total of the report itself is positive. Negative non-reimbursableexpenses will export without issue, even if the total of the report is negative.
Why Can't I Export Without a Category Selected?
When exporting to Xero, each expense has to have a category selected.
The selected category has to be imported in from Xero 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 Xero 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.
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