Audience: Admins


Purpose

Amex GBT's spend platform includes built in integration into online finance systems commonly used by SME customers, however it is not possibly to have built-in connectivity to all platforms, especially those which are installed locally on servers and not accessed online via web browser. If you do no use one of the following finance tools then please follow the below steps.

  • Xero 
  • Quickbooks online
  • Sage Accounting Online (only available in the UK)



Overview




Creating an accounting field for your chart of accounts


Step 1: Get an export/extract from your finance system with the accounting codes/GL code (Chart of accounts)

Step 2: Create an accounting field in the platform. (Your finance system's accounting codes will be added to this field). As a user with the Admin role, click Settings and select Expense 

Step 3: Select Fields in the top left corner



Step 4: Update the accounting field

  • Value type: Choose Closed list from the dropdown
  • Field behavior: Slide the toggle to make this a mandatory field
  • Visible/editable by all users: do you want this field to be visible and editable by users when submitting an expense
  • Rename: Give this field a name that makes it clear that the accounting codes are stored under that field. For example: Chart of accounts, Accounting codes or GL Codes



Adding field values

Once you updated the accounting field, you are ready to add values to the field


Step 1: Click Create field value




Step 2: Complete the fields:

            Field value name: Add the value name (we recommend to use the same name as your chart of account from your finance system)

            Code: add the accounting code (this code needs to match your chart of accounts from your finance system)

            Code approver (optional): When a code approver is assigned, any submissions with that code will trigger an approval request, routed to that code approver. This is the link for more information.

            Parent field values (optional): Selecting a parent value allows you to pull from the parent field values to determine field code relationships. An established relationship will mean that when you select a certain value for one field- "Field A", only certain values will populate for another field- "Field B". This is the link for more information.



Step 3: Once you are ready then click on Confirm and your code will be added to the list



Step 4: Repeat these steps until you have added all the relevant codes to the platform


Tip: If you have more than 15 codes you can send the extract of your codes to help@neo1.com 
and our Customer Success Team will bulk load the codes for you


Next Steps: Create additional accounting fields (i.e. Cost centre, Department etc.) (optional)
If you don't need to create any additional accounting fields then please follow the
next step: Setting Tax Codes