Employee Expense Reports and QuickBooks Integration

When you use the integration between Vantagepoint and QuickBooks Online, you enter employee expense reports in Vantagepoint.

This allows you to apply expenses that are entered on expense reports to projects so you see these expenses on Vantagepoint project reports.

Employee expense reports that you enter and post in Vantagepoint are added to QuickBooks Online as vendor bills to pay.

When you pay the vendor bills in QuickBooks Online, the expense reports are posted in Vantagepoint as an employee payment transaction and are marked as paid in My Stuff > Expense Report.

Before You Start Entering Expense Reports in Vantagepoint

You must complete the following in Vantagepoint:

• Set up a liability account to use for employee expense reports and map it to a specific QuickBooks Online account whose type is Accounts Payable (AP). If you fail to do this, expense reports entered in Vantagepoint will not be added to QuickBooks Online.
• Map employees in Vantagepoint to a QuickBooks online vendor, so that expense report from Vantagepoint are added to QuickBooks Online as vendor bills to be paid.

If you used Deltek Unionpoint to set up the integration between Vantagepoint and QuickBooks Online:

• For more information on mapping, see Vantagepoint - QuickBooks Online in the Unionpoint help.
• If an expense report is posted in Vantagepoint for an employee that is not mapped to a vendor record in QuickBooks Online, the vendor is automatically added to QuickBooks Online and mapped to the employee. The vendor is added to QuickBooks Online using the following vendor naming convention: <employee's first name> <employee's last name> (vendor).

If you used the QuickBooks Integration utility in Vantagepoint to set up the integration between Vantagepoint and QuickBooks Online, see Map a Vendor Record to an Employee Record.

Expense Reports with Negative Amounts

QuickBooks Online does not accept Vantagepoint expense reports with negative amounts.

Taxes on Expense Reports

Canada and the UK customers have a tax rate by line requirement in QuickBooks Online. A tax rate (tax code) that is applied for a line item on an expense report in Vantagepoint is displayed on the vendor bill in QuickBooks Online on the same line as the taxed amount.

Deleting and Undoing Employee Expense Reports

Deleting transactions in QuickBooks Online and undoing postings in Vantagepoint are not supported, meaning that the deletion or undoing in one product does not get applied in the other product.

To delete a vendor bill for an expense report in both QuickBooks Online and Vantagepoint:

• In QuickBooks Online, delete the vendor bill. (The matching expense report in Vantagepoint is not deleted.)
• In Vantagepoint, reverse the matching expense report by entering a negative voucher amount in Transaction Center > Transaction Entry > Employee Expenses. (The negative-amount expense report is not added to QuickBooks Online.)

Entering Expense Reports in Vantagepoint

The table below identifies where you enter expense reports in Vantagepoint.

Action	Where You Perform the Action
Enter expense reports	In Vantagepoint, enter expense reports in either of the following locations: My Stuff > Expense Report Transaction Center > Transaction Entry > Employee Expenses For more information on how to enter expense reports, see: Expense Reports in My Stuff Expense Reports in the Transaction Center
Approve expense reports if you set up an approval process for expense reports	Approving expense reports in Vantagepoint is an optional feature. You set up an approval workflow for expense reports and assign approvers in Settings > Workflow > Approval Workflows in the Vantagepoint desktop application. Then you turn on the approval workflow in Settings > Expense > Expense Approvals. For more information, see Checklist: Configure and Enable Approvals for Expense Reports. Approve expense reports in Vantagepoint in My Stuff > Approval Center. 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 Transaction Center > Time and Expense Posting. This applies for expense reports that are entered in either My Stuff or Transaction Center. Posted expense reports are added to QuickBooks Online as vendor bills to pay. For more information on how to post expense reports, see: Post Expense Reports in Transaction Posting Post a Transaction File