Assign codes and export transactions without an integration

Jump to the information you're looking for:

  Where do I compile our financial master data? 
  How do I create an accounting field? 
  How do I modify accounting fields? 
  How do I assign expense codes to transactions? 
  How do I generate a transaction CSV for import to my accounting software? 
  How do I download the receipts?

Where do I compile our financial master data?

To compile your lists of master data, head to Settings > Accounting > Accounting records. Here you can maintain lists such as your chart of accounts, vendors, tax codes, and any other custom master data you may need. 

Read this article to learn more.

How do I create an accounting field?

From the Spend > Accounting tab, click Settings on the right:

Here, your fields are shown in an accordion menu for Accounting fields. Click + Add new to create an accounting field:

You can create fields that represent the data points needed for expense classification, such as Department, Cost Centre, or Internal Project Code.

Field Configuration Options

1. Field name: Choose a unique, descriptive name. Duplicate field names are not allowed.
2. Field type: You can choose from:
   • Text
   • Number
   • Date
   • Boolean
   • Any master data list you've already created in the Accounting Records tab

3. Mandatory field: You can choose to make a field mandatory. If you do, you'll be asked to set a default value.

   A default value acts as a dynamic placeholder for any unmapped applications.

   If an application hasn't been mapped, it will display the current default value. If you later update the default, unmapped applications will automatically reflect the new value.

   Example: If the field 'Department' is mandatory and its default value is 'Marketing', any unmapped applications will inherit 'Marketing' by default. If the default is later changed to 'Product', those same applications will now display Product.

   To lock in a specific value and prevent it from changing with future default updates, click open the dropdown and select the value.

How do I modify accounting fields?

You can update the details of an existing field or change the order in which it appears in the Spend Accounting tab.

Any changes made to the fields will be reflected in both Application Mapping tab for SaaS and Accounting tab Spend.

From the Application mapping tab, click Configure fields on the right, and locate the accordion menu for Accounting fields: 

Click and drag to reorder your fields.

Click Edit next to the field to:

• Rename the field
• Toggle the mandatory setting
• Update the default value (if applicable)

How do I assign expense codes to transactions?

To assign the expense codes, simply update the relevant fields in the table:

If the field is not mandatory, you have the option to click to remove the assignment.

When the transactions are mapped and assigned, mark them as Ready.

How do I generate a transaction CSV for import to my accounting software?