Expensify Setup in Dynamics 365 Business Central
To open, you can either use the Search tool for “Expensify Integration Setup” or navigate to Company Information > Setup > Expensify Setup
Expensify Integration Setup
1. If you haven’t already, you can create you Expensify account using the Sign-up / Sign-in button.
2. Your integration uses a different set of credentials than your regular account login for Expensify.com. If you haven’t already, you can use the Create Integration Login to create your partnerUserID and partnerUserSecret – follow the instructions on the Expensify site to obtain your integration credentials.
3. On the General Tab, enter your partnerUserID and partnerUserSecret then click “Test Login” to verify your integration credentials. Use the Test Login button to verify your credentials.
4. By default, Journal Template Name = GENERAL and Journal Batch Name = EXPENSIFY. Your Expense Entries will ultimately be created in this journal when they have been processed through the integration. Most users will want to keep the default settings.
Expense Account Map
Expense Account Mapping maps Expensify Categories to G/L Accounts in Dynamics 365 Business Central.
Mapping can be setup in Expensify.com (Admin > Categories … GL Code | more info on categories here) or Dynamics 365 for Financials. The mapping will attempt to check all combinations with the following hierarchy:
- Check if “GL Code” in Expensify is a valid G/L Account in Dynamics 365.
- (If no match is found above…) Attempt mapping with “GL Code” from Expensify.
- (If no match is found above…) Attempt mapping with “Category Name” from Expensify.
5. To setup mapping in Dynamics 365 Business Central
a. Select a G/L Account
b. Enter the “Expensify Category” as either the Category’s GL Code (if populated in Expensify) or Category’s Name (if GL Code is not used).
Payable Account Mapping
There are two scenarios for Payable Account Mapping: Reimbursable Expenses (expenses to be repaid to the employee) and Non-Reimbursable Expenses (e.g. expenses charged to a company credit card)
6. Account Type: Vendor, G/L Account, or Bank Account. Vendor is the recommended option if you are uncertain of which option to choose.
a. Vendor: Allows for a subledger (from the Vendor) to manage and review Expenses marked as Reimbursable = No.
b. G/L Account: Smallest footprint for these entries, must be a balance account for GAAP.
c. Bank Account: If these entries are for a company credit card, a Bank Account is a popular choice due to the advantage of being able to use the Reconciliation feature against the Credit Card Statement.
In the case of Reimbursable Expenses, we’ll want to map each Employee to an Account to process payments.
7. Expensify User: The mapping logic will use Expensify’s “User ID” if it is populated. Otherwise it will attempt to map using the “Email” from Expensify.
8. Account Type: Vendor is the recommend setup. (Bank Account has been added by request for fringe scenarios.)
9. Account No.: Select the Account to post this entry to.
You are now ready to process transactions from Expensify into Dynamics 365 Business Central.