Once your Spendesk account is connected to your Business Central account, we will pull your reference data from Business Central 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 Business Central analytical dimensions 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. The selected Spendesk analytical field will be mapped to the selected Business Central analytical dimension.
If you need to create new analytical fields, you can do so under Settings>Organisation>Analytical fields.
Cost centres: you can map one of Business Central dimensions 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 Business Central - this way Spendesk can automatically match them at the next settings refresh.
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 codes tab verify that all of your VAT codes and Reverse charge codes have been correctly pulled from Business Central
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 Business Central 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 Dynamics 365 accounts and values. Once you are ready to export your expenses to Dynamics 365 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 MS Dynamics 365 Business Central.
Payables will be exported as posted purchase invoices/credit memos to the purchase journals you previously configured. Payments will be exported as Payment journal entries in the bank journal you previously configured.
Invoices and Credit Notes are exported as posted Purchase Invoices/Credit Memos in the journal selected for Invoice payables. Invoice payments made from Spendesk are exported as entries in the payment journal.
Card purchases and refunds are exported as posted Purchase Invoices/Credit Memos in the journal selected for Card purchases. Corresponding card payments are exported as entries in the payment journal.
Expense claims are exported as posted Purchase Invoices (where vendor is the employee) in the journal selected for Expense Claims payables. Reimbursements of expense claims are exported as entries in the payment journal.
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 Payment journal.
All payables and payments are exported to Business Central in wallet currency by default (using the Spendesk conversion rate).
Please note that we only export recognized 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/end date (coming soon)
Matching invoices to payment
FX gain/loss accounts
Export in foreign currency