Guidelines for Controllers and Account Owners
Navigate to the Prepare Tab
Go to the Bookkeep > Prepare tab to review, edit, and validate your payments and payables. This includes adding VAT details, assigning expense accounts, verifying suppliers, and other necessary information.
Two views to Prepare your expenses
Switch between the Column layout and the Table layout, which you can toggle from the top-right of Spendesk in Bookkeep. The Table layout is your default view.
The Table layout
You now have a table overview of all your expenses.
Customise your view
You can customise your view by configuring the sort, grouping, and filtering options.
In addition, you can re-order or hide the column from the settings.
Quick in-line editing
From the Table itself, you can make quick in-line edits to most fields like the description. All changes are automatically saved as you edit them from the table layout itself.
Bulk edit
By clicking on the checkboxes on the left, you can multi-select which expenses you want to modify specific fields, like the accounts payable, the VAT rate and much more.
Expanding an expense's details
By hovering on an expense, an expanding icon on the extreme left of the screen will appear for you expand the details.
You can additionally move up or down your expenses through the arrow functions sitting near the 'close' button.
Mark as ready
When you have prepared your expenses, you have two options to mark them as ready:
On the column on the extreme right, you can individually mark them as ready
By multi-selecting expenses, you can also bulk mark them as ready
If any mandatory fields are not filled in an expense, an error message will be displayed upon marking it as ready.
Check the Receipts
Ensure all receipts are present and valid.
Missing Receipts:
Send a reminder to the requester via Slack or email.
Alternatively, you can upload the receipt yourself.
Receipt Status Guide:
Green: Receipt is valid.
Orange: Receipt is invalid.
Red: Receipt is missing.
Grey: Receipt is declared lost.
Blue: Receipt is missing but not overdue.
Review Payment Information
When reviewing a payment, verify and update the following as needed:
Vendor information
Tax rate
Payment type
Expense accounts
If a payment does not include VAT, select Exempt.
Filling in VAT and expense accounts is mandatory unless you are bookkeeping outside of Spendesk or using a placeholder ("dummy") account.
Once everything is reviewed, click the Mark as Ready button to move the payment to the Export tab.
Made a Mistake?
If you validated a payment too quickly, you can fix it:
Go to the Export tab and select View.
Click on the payment and use the Resend to Prepare button to make adjustments.
Use the "Group By" Function
The Group By feature allows you to efficiently update similar payments all at once. Group payments by:
Expense type
Supplier
Expense account
VAT account
Once grouped, select the payments and click Edit Transactions or Mark as Ready.
Important Notes:
When editing multiple payments, changes apply to all selected items.
If a payment reappears in the Prepare tab after being marked as ready, it might be because you updated a VAT or expense account. Payments not yet exported will return to Prepare to ensure all updates are applied.