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 Settings > Security > Users. For more information, see Setting Up Users.

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: 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 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 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. 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: Post Expense Reports in Transaction Posting Post a Transaction File
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 My Stuff > Expense Report 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: In Vantagepoint, reverse the expense report or portions of it using an employee expense transaction type file in Transaction Center > Transaction Entry > Employee Expenses. Post the file in Transaction Center > Transaction Posting. The transaction will be added to QuickBooks Online as a vendor invoice the next time updating occurs between QuickBooks Online and Vantagepoint. 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.