Get Started with Expensify in Dynamics 365 for Financials using Assisted Setup Wizard
To open, you can either use the Search tool for “Assisted Setup” or use the Menu > Setup & Extensions > Assisted Setup. From the list, run “Setup Expensify for Dynamics 365”
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. When you click “Next” the partnerUserID and partnerUserSecret will be verified with Expensify.com:
Expense Account Mapping
Expense Account Mapping maps Expensify Categories to GL Accounts in Dynamics 365 for Financials.
Mapping can be setup in Expensify.com (Admin > Categories … GL Code | more info) 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 GL 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.
4. To setup mapping in Dynamics 365 for Financials
a. Select a GL 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).
5. When ready, click Next. (You can return to this setup later, as needed.)
Reimbursements/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)
Default Non-Reimbursable Expenses
6. Account Type: Vendor, GL 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.
Default (Expensify or AP) Reimbursable Expenses
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.
10. When ready, click Next. (You can return to this setup later, as needed.)
You are now ready to process transactions from Expensify into Dynamics 365 for Financials.
*If you’d rather access the instructions for Expensify Dynamics 365 for Financials – Manual Setup, click here.