Select Payees on Expense Report Batch Create AP

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Ryan McArdle-Jaimes

• April 11, 2017 18:40

We pay employee expenses out immediately but roll all over our corporate card transactions into one AP to reconcile against our monthly statement. It would be very handy to select whom we want to pay (just employees or just credit card) when using the Create Account Payable feature from Expense Reports.

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  Rebecca Ralls

  • April 11, 2017 18:45

  Hi Ryan,

  You could create separate list views for employee vs. credit card expense reports to simplify selecting which ones to pay.

  -Rebecca

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  Ryan McArdle-Jaimes

  • April 11, 2017 18:46

  Hi Rebecca,

  They come over from Concur, so they have both employee and credit card charges on one report. Right now we create the A/P and then delete the credit card vendor A/P until it's time to pay.

  Thanks,
  ryan

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  Rebecca Ralls

  • April 11, 2017 18:51

  What interface do you use to bring the charges over from concur? If you can change your import to accommodate it,  I would highly recommend keeping personal and company credit card charges in separate reports.

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  Ryan McArdle-Jaimes

  • April 11, 2017 18:53

  We used Actus Data per Accounting Seed's instruction. What's the reasoning for separate reports - that sounds like more records to store and more opportunity for error surrounding the transfer of data from Concur to AS.

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  Rebecca Ralls

  • April 11, 2017 19:21

  The main reason is to avoid the issue you are struggling with. If the whole Expense report belongs to an employee, or the whole report is filled with credit card charges, then you can more easily chose how and when to pay the various types of reports. And since you'd only be paying expense reports in full, it's easier to manage which are paid and which still need to be processed, too.

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  Ryan McArdle-Jaimes

  • April 11, 2017 20:40

  Thanks, Rebecca. I've inquired with Actus Data. You bring up another point though... it's hard to tell what ER's have been processed since the final status is "Approved"

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  Rebecca Ralls

  • April 11, 2017 21:11

  In some orgs I've worked with I've added a "paid" status with a workflow rule that adjusts it from "approved" to "paid" when the status is "Approved" and the total unpaid expenses = 0:

  Here's the formula:

  and(ispickval( AcctSeed__Status__c ,"Approved"), AcctSeed__Unpaid_Expenses__c =0, AcctSeed__Paid_Expenses__c <> 0)

  Another point in favor of splitting the expense reports into credit cards vs. personal is that it makes it easier for your employees to monitor the status of what money is due specifically back to them.

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