Once your Spendesk account is connected to your Exact Online account, we will pull your reference data from Exact Online and let you use it in Spendesk. Follow these steps in order to set up your analytical dimensions, VAT accounts, journals and more.
In Spendesk under Settings>Accounting Setup configure these four journals. Spendesk will export corresponding expenses into the journals you configure here.
Navigate to Settings>Accounting Setup>Mapping. All of your Exact Online analytical plans will be listed in the left column.
For each analytical dimension that you want to use in Spendesk, click Select value and pick an analytical field. This Spendesk analytical field will be mapped to Exact Online analytical dimension.
If you need to create new analytical fields, you can do so under Settings>Organisation>Analytical fields.
Navigate to Settings>Chart of accounts.
On the Bank accounts tab select all four accounts.
On the Expense accounts tab you can deactivate certain expense accounts that will not be used in Spendesk.
On the VAT codes tab verify that all of your VAT codes and Reverse charge codes have been correctly pulled from Exact Online
On the Supplier account tab you can choose to export card purchases and/or invoices to a generic account payable (i.e.Spendesk expenses).
On the Employee accounts tab you can choose to export employee expense claims to a generic account payable (i.e.Employee expenses). You can also configure specific accounts payable for specific employees.We will import your vendors from Exact Online and try to match them with your existing suppliers and employees in Spendesk.
If there is no existing matching supplier, we will create one. We will not create new Spendesk members.You can now bookkeep your expenses using all of your familiar Exact Online accounts and values. Once you are ready to export your expenses to Exact Online navigate to Bookkeep>Export and select the desired period to export. You will see a preview of the payables ready to be exported. Click Push to Exact Online.
Payables will be exported as purchase entries (Bills) to the purchase journals you previously configured. Payments will be exported as Bank journal entries in the bank journal you previously configured.
Invoices and Credit Notes are exported as Purchase Invoices in the journal selected for Invoice payables. Invoice payments made from Spendesk are exported as payment entries in the bank journal and applied to open invoices.
Card purchases and refunds are exported as Purchase Invoices in the journal selected for Card purchases. Corresponding card payments are exported as payment entries in the bank journal and applied to open invoices.
Expense claims are exported as Purchase Invoices (where vendor is the employee) in the journal selected for Expense Claims payables. Reimbursements of expense claims are exported as payment entries in the bank journal and applied to open invoices.
FX, ATM and other bank fees are exported as entries in the selected Bank journal using the "bank charges" account you configured in step 4.
Wallet loads (wire transfers to top-up Spendesk) are exported as entries in the selected Bank journal.
All payables and payments are exported to Exact Online in wallet currency by default (using the Spendesk conversion rate if needed).
Please note that we only export incurred expenses - expenses that passed all configured approval flows and were prepared by finance. We do not create any accounting entries for expenses that are still under review. We also do not currently export purchase orders.
Known limitations:
start date and end date
amortization