Good news for your Finance teams 👏🏻. 🤩 !
Since 2021, the monthly export process now includes bookkeeping of payables and not just payments. Also, the Spendesk purchase journal now keeps track of debts and purchases!
Prepare your payables before export
Head to 'Bookkeep > Prepare' to check out our new tab and its changes!
Bookkeeping of payables (and not just payments)
Our previous interface was based on exports of payments. Today, the interface displays payments and payables! In short, you are now able to bookkeep expense claims and invoice payments before the actual payment - the bookkeeping process and the payment process are therefore two different processes on Spendesk now.
Product flow for expense claims:
Once approved in 'Requests' and then validated in 'Expense claims > Review', your payable will be available both in 'Bookkeep > Prepare' and 'Expense claims > Schedule reimbursement'.
Product flow for invoices:
Once approved in 'Requests' and then validated in 'Invoices > Review', your payable will be available both in 'Bookkeep > Prepare' and 'Invoices > Review'.
Expenses are therefore displayed on the following dates:
Spendesk card purchases are displayed according to the date the expense was made by the employee (the day the user paid with their physical card or virtual card).
Expense reports are also displayed according to the date the expense was made by the employee (date on the receipt).
Purchases by supplier invoice are displayed according to the date the invoice was issued (issue date).
2. Assigning several expense and VAT accounts
You can now split payables between different expense and VAT accounts. Simply select the corresponding option on the tab in 'Bookkeep > Prepare'.
After selecting your accounts, you will find a checkbox that adds up the net amounts of your split on expense and VAT accounts. Spendesk checks that the gross amount equals the gross amount of the payable. In case the two gross amounts do not match, Spendesk is going to display a warning message.
3. Powerful bulk editing of accounting codes in the Prepare tab
You can now bulk-edit payables' fields (description, expense accounts).
Select the payments that require an edit (you can use filters to find them easily) and click on Edit.
Before changes are saved, the interface asks you to confirm them, avoiding manual mistakes!
4. Automatic categorization - some billing plans only
A powerful feature called "Autocat" is available to help you save time during your closing. You can indeed create "Supplier = expense account" rules so that the "expense account" field is automatically filled in. These rules now impact all types of expenses (cards, supplier invoices, and expense claims)!
5. Information on errors
We now show clear error messages per payable with a clear highlight of the payables in the list.
Export your payables
Once your payables/payments have been marked as ready to export in Prepare,
Head to the 'Bookkeep > Export'
Select the Period of export
Tick the content of the export you'd like to have
Choose an option between the 2 export options
You will receive a ZIP file (via Email and via a green message in the lower-left corner of the page) with the purchase journal and the bank journal of the selected period.