Employee Expense Reports and Payments When You Use QuickBooks Integration

Enter employee expense reports in Vantagepoint, and pay vendor bills for the employee expenses in QuickBooks Online.

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.

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 (A/P). 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. See Map a Vendor Record to an Employee Record.

Enter Expense Reports and Payments

The table below identifies where you enter expense reports and process payments for them. It also identifies important considerations and limitations for the integration.

Action	Where You Perform the Action
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 added 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 in Transaction Center > Transaction Entry > Employee Expenses. Post the file in Transaction Center > Time and Expense Posting. The transaction will be added to QuickBooks Online as a vendor bill the next time updating occurs between QuickBooks Online and Vantagepoint. Edits that you make to a vendor bill in QuickBooks Online for an employee expense report are not updated in Vantagepoint. Make all adjustment and reversals in Vantagepoint.
Delete expense reports	Deleting an expense report with an In Progress status in Vantagepoint is not supported. If you delete a vendor bill in QuickBooks Online, you must manually reverse the expense report in Vantagepoint.
Unto the posting for expense reports	Undoing the posting for expense reports in Vantagepoint is not supported.