Employee Expense Reports and Payments When You Use QuickBooks Integration
Enter expense reports in Vantagepoint and pay employees for the expenses incurred in QuickBooks Online.
This allows you to apply expenses that are entered on expense reports to projects and include the expenses in Vantagepoint project reports.
Before You Start Entering Expense Reports in Vantagepoint
You must complete the following:
- Set up a liability account in Vantagepoint to use for employee expense reports and map it to a specific QuickBooks Online account whose type is Accounts Payable (A/P). If you fail to do this, expense reports entered in Vantagepoint will not be added to QuickBooks Online.
- Set up users in Vantagepoint and associate each employee with a user record. You set up users and associate employees with them in Vantagepoint in Setting Up Users. . For more information, see
Before You Can Pay an Employee for Expenses Submitted in an Expense Report
You must map a vendor record to an employee record in Vantagepoint in order to pay an employee in QuickBooks Online for expenses entered in an expense report. For more information, see Map a Vendor Record to an Employee Record.
Enter Expense Reports and Payments
The following table identifies where you enter expense reports and process payments for them.
Action | Where You Perform the Action |
---|---|
Employees enter expense reports in Vantagepoint. |
Enter expense reports in either of the following locations in Vantagepoint: For more information on how to enter expense reports, see: |
Approve expense reports in Vantagepoint if you set up an approval process for expense reports. |
Approving expense reports is optional. You set up an approval workflow for expense reports and assign approvers in in the Vantagepoint desktop application. Then you turn on the approval workflow in .For more information, see Checklist: Configure and Enable Approvals for Expense Reports. Approve expense reports in Vantagepoint in . They must be approved before you can post them.For more information on how to approve expense reports, see Approval Center. |
Post expense reports in Vantagepoint. |
Post expense reports in . This applies for expense reports that are entered in either My Stuff or Transaction Center.The next time that updating occurs between Vantagepoint and QuickBooks Online, posted expense reports are sent to QuickBooks Online as a vendor bill. For more information on how to post expense reports, see: |
Pay vendor bills in QuickBooks Online for the expense reports from Vantagepoint. |
In QuickBooks Online, you see the vendor bill for the employee expense report in Expenses in the Expense Transactions list. Use the Pay Bills action to pay the vendor bill for the employee expense report. The next time that updating occurs between Vantagepoint and QuickBooks Online, the expense report payment status is updated in Vantagepoint in to indicate that the expense report is paid.Partial Payments In QuickBooks Online, you can make a partial payment for vendor bills for employee expense reports. Partial payments are not possible for expense reports in Vantagepoint, so partial payments made in QuickBooks Online are not sent to Vantagepoint. Once the vendor bill for the expense report has been paid in full in QuickBooks Online, the payment transaction is added to Vantagepoint. |
Make Changes to Expense Reports |
If you need to make changes to an expense report after it is entered and posted in Vantagepoint and it has been added to QuickBooks Online as a vendor bill:
Edits that you make to a vendor invoice in QuickBooks Online for an employee expense report are not updated in Vantagepoint. Make all adjustment and reversals in Vantagepoint. |