Once your Spendesk account is connected to your Microsoft Business Central account, we will pull your master data from Microsoft Business Central and let you use it in Spendesk. Follow these steps in order to set up your analytical dimensions, VAT accounts, purchase journals, suppliers and employees.
Configuration steps
After you successfully connected Spendesk to Microsoft Business Central, you can follow these few steps to configure your accounting setup.
Step 1 - Journal configuration
Step 1 - Journal configuration
Go to Spendesk under Settings > Accounting Setup configure these purchase and bank journals. Spendesk will export corresponding expenses into the journals you configure here.
Step 2 - Analytical fields mapping
Step 2 - Analytical fields mapping
Navigate to Settings > Accounting Setup > Mapping. All of your Microsoft Business Central dimensions will be listed in the left column.
For each analytical plan that you want to use in Spendesk, click Select value and pick an analytical field. This Spendesk analytical field will be mapped to Microsoft Business Central dimensions. If you need to create new analytical fields, you can do so under Settings > Organisation > Analytical fields.
For cost centres, you can map Microsoft Business Central cost centres to Spendesk cost centres but please note that we do not automatically create cost centres in Spendesk. You will need to create cost centres manually in Spendesk. Please make sure they are named exactly the same way they are named in Microsoft Business Central - this way Spendesk can automatically match them at the next settings refresh.
Step 3 - Chart of accounts settings
Step 3 - Chart of accounts settings
Navigate to Settings > Chart of accounts.
On the Bank accounts tab select all accounts.
On the Expense accounts tab you can deactivate certain expense accounts that will not be used in Spendesk.
On the VAT accounts tab verify that all of your VAT codes and Reverse charge codes have been correctly pulled from Microsoft Business Central.
On the Supplier accounts tab you can choose to automatically assign one account payable to all card purchases and/or invoices.
On the Employee accounts tab you can choose to automatically assign one account payable to all employee expense claims. You can also configure specific accounts payable for specific employees.
Step 4 - Suppliers and employees import
Step 4 - Suppliers and employees import
We will import your vendors from Microsoft Business Central and try to match them with your existing suppliers in Spendesk. If there is no existing matching supplier, we will create one. We will also try to match vendors from Microsoft Business Central with your employees in Spendesk (on name or email). However, we will not create new Spendesk members.
Important notes:
Cost centres must be named in Spendesk exactly the same way they are named in Microsoft Business Central.
To trigger the data mapping again, go to Accounting Setup > Accounting integration and click on Refresh accounting settings.
Next steps
When you have completed the set up, you are ready to start exporting your expenses and payments to Microsoft Business Central.