Set up and find auxiliary accounts on Spendesk
Auxiliary accounts let you add a sub-division under a general account (for example, one code per supplier or employee) so your accounting exports match your accounting software structure.
For: Admins, Controllers, and Accountants who manage the Chart of Accounts.
Before you start
Only Admins, Controllers, and users with Chart of Accounts access can set up auxiliary accounts.
The feature must be activated by your Spendesk customer success manager, or by the Spendesk support team, before it appears in your account.
Auxiliary accounts are available for: supplier accounts (accounts payable), employee accounts, and card purchase accounts.
You need an active custom export template for your purchase journal to display the auxiliary account column.
👥 Only Admins and Controllers with access to Settings can request activation and configure auxiliary accounts.
Set up an auxiliary account
Contact your Spendesk customer success or billing manager, or email support@spendesk.com, to activate the auxiliary accounts feature.
Navigate to Settings > Accounting setup > Exports.
Select your current purchase journal template.
Click the blue "+" between two columns of your choice.
Select "Auxiliary account" to add the column to your template.
Navigate to Settings > Chart of Accounts.
Select the relevant sub-section (Supplier accounts or Employee accounts).
Alternatively, navigate to Bookkeep > Prepare.
Click a payment.
Click "Set account" if no account is set up yet.
Alternatively, add accounts from Settings > Accounts payable.
Prepare your payments once setup is complete.
Export your payments.
📓 Auxiliary accounts are available on supplier accounts, card purchase accounts, and employee accounts.
Find auxiliary accounts in the product
You can view auxiliary accounts in the following places:
Location | Path |
Chart of Accounts | Settings > Chart of Accounts |
Export template setup | Settings > Accounting setup > Exports |
Payment preparation | Bookkeep > Prepare |
Supplier accounts | Settings > Accounts payable |
Export files | Your generated purchase journal |
Find auxiliary accounts in your export files
Open your purchase journal export file.
Look for the "Auxiliary account" column.
Check that each transaction shows the correct auxiliary account code next to its general account code.
Troubleshooting
Symptom: The "Auxiliary account" option doesn't appear in Settings > Accounting setup > Exports.
Cause: The feature hasn't been activated on your account yet.
Resolution: Contact your Spendesk customer success manager, or email support@spendesk.com, to request activation.
Symptom: An existing supplier or employee doesn't show an auxiliary account after activation.
Cause: Auxiliary accounts must be set manually for each existing supplier, employee, or payment; activation doesn't apply retroactively.
Resolution: Go to Settings > Accounts payable (or Settings > Chart of Accounts), open the relevant supplier or employee, and click "Set account" to add the auxiliary account code.
Symptom: The auxiliary account column is missing from an export file.
Cause: The column wasn't added to the custom export template.
Resolution: Navigate to Settings > Accounting setup > Exports, open your template, and click the blue "+" between two columns to add the "Auxiliary account" column.
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