⚠️ This feature should only be used if you do your bookkeeping outside of Spendesk, or if an external provider does your bookkeeping for you (e.g. external tax consultant).
Introduction
This feature allows you to define default accounting values that will pre-populate the fields in Bookkeep > Prepare, so that you can push your payables directly to Bookkeep > Export and then export your purchase and bank journal.
By using this feature, you are unfortunately not able to leverage the automation features provided by our product (e.g., automatic allocation of accounts payables, OCR VAT).
This feature is therefore only relevant for you if you:
Want to do your bookkeeping outside Spendesk and do not wish to use our bookkeeping workflow on Spendesk (Bookkeep > Prepare).
Have an external provider (e.g., external tax consultant) handling your bookkeeping.
How to Use the Feature
Go to Settings > Accounting to define default values for:
Expense accounts
VAT accounts
Employee accounts
Supplier accounts
Card payables (previously known as "Miscellaneous account")
Invoice payables
The default values can be toggled on/off individually!
How Are the Default Accounting Values Applied?
Bookkeep > Prepare:
The default values will pre-fill all accounting data that was not previously filled, allowing you to bulk-mark all payables as ready and then export them directly via Bookkeep > Export.
If there is an AutoCat rule (e.g., supplier X = expense account X), the expense account field is already filled, and the default expense account value is not applied.
If the VAT default value is enabled, OCR automation results (e.g., VAT data read from receipts) are ignored. To use this automation feature, disable the VAT default value toggle in Settings > Accounting > VAT accounts.
Bookkeep > Export:
The default accounting information is applied to the corresponding columns for expense accounts, VAT accounts, supplier accounts, and employee accounts.
Bookkeep > All Payables:
As with accounting exports from Bookkeep > Export, the default values are also applied to the All Payables page and its CSV export.
The values are applied if the payables are marked as ready or exported. However, if the payables are still in the Bookkeep > Prepare tab, the default values (and other accounting information) are not yet shown in the CSV export.