Mapping company cards to Quickbooks Online

EByer

Hi all!
I have a client that has both debit and credit cards. The credit cards I have added under Domain Control and mapped to the appropriate credit card liability accounts in their accounting system (QBO). We were unable to successfully connect the debit cards, so we are doing a manual .csv upload of those transactions on a regular basis into Expensify.

My question is regarding my Policy setup. I have set up 1 Policy for all the transactions. Since the credit cards are mapped to the appropriate credit card liability accounts in Domain control, I assumed, once exported they would map to that account. In my Connection Configuration, within the Policy, I have set all non-reimbursable transactions to map to the Checking account (I'm operating under the assumption that all non-reimbursable transactions would be debit card transactions). However, now I am seeing ALL non-reimbursable expenses sync into the checking account (even the corporate cards mapped in domain controll to the liability accounts.

How would you recommend I set up my policy to avoid this issue?

Rachael Hopkins

Hi @EByer (and @Ted_Peeters FYI),

I have been discussing this with one of our QBO experts, and what it comes down to is that if you use company cards in Domain Control, you can't have a mix of Debit and Credit cards, as the export is still looking back at the export option in the connection configuration.

So there are two options:
1. You create a 'credit card' account in QBO which can be used for the debit cards, and you change the non-reimbursable export default to Credit Card and select this new account as the default. Probably not ideal, but a workaround.
2. You have two policies, one for debit cards, using the debit card export setting, and one for credit cards, using the credit card export setting. This is best practice.

Do you have users who use both options? Or do the users user either/or?

Rachael Hopkins

Hi @EByer , in theory it sounds like you've done it correctly. I'd like to take a closer look. Unfortunately from your description I can't see which Policy it is, are you able to tell me which one to look at please? Is it GT or HT? (Just to avoid announcing your client names )

EByer

@RachCHopkins the policy is HT. Thanks!

Rachael Hopkins

Thanks for that info @EByer - To double-check, are the mapped cards in Domain Control, credit cards or debit cards?

EByer

@RachCHopkins The mapped cards in domain control are credit cards. However, they also have a debit card that we manually upload via .csv on a weekly basis as well. I have the credit cards mapped in Domain Control to the corresponding Credit Card liability account.

Rachael Hopkins

Thanks @EByer , the credit cards seem to be all mapped to the same user's cost centre - does that seem correct?

EByer

Hi @RachCHopkins, if I am understanding your question correctly, yes. All the credit cards (connected in Domain control) should flow to the Credit Card Liability account (Chase Card - KS ####), I didn't put the pull account name for privacy purposes.

The debit card transactions need to flow to the "HT-Chase" checking account, but right now, with the current setup, everything is flowing to the HT-Chase account, credit and debit card transactions.

Ted Harris

Hi @EByer - stepping in for @RachCHopkins whilst she's on the other side of the world.

If we were to focus on Report ID: 29488951 Don't worry, only people with access can see it from this link!

With your setup as it is now - we too would have expected both of the March 15 transactions from the assigned Corporate Card (indicated by the Locked Card Icon) to export to:

the Credit Card Liability account (Chase Card - KS ####)

which you have configured from Domain Control > [Domain Name] > Company Cards in the blue-cog dropdown.

Whereas, the Feb 21 transaction should have exported to:

the "HT-Chase" checking account

configured within Admin > [Policy Name] > Connections > Configure under "Export non-reimbursable expenses as".

If we understand each other correct - this isn't the case and we'll actually need to look into this in a bit more detail for you.

For the record, when you hit the "View non reimbursable expenses" link from the Report History & Comments, what does this take you to within QuickBooks?

EByer

@Ted_Peeters @RachCHopkins It takes me to the Expenses page in QBO.

For the time being I have just been switching the mapping configuration within the Policy - Connections tab back and forth between Debit and Credit cards, depending on the transactions in a report, so that expenses are going to the right places.

But if you look specifically at report ID: 29488951, that is one of the last ones I specifically remember exporting and having this issue with before I started doing the aforementioned work-around. All expenses on the report were getting mapped to the Checking account in QBO (both credit and debit card expenses).

Thanks for assisting with this! This is the first client I've had that has both credit and debit cards.

EByer

HI @RachCHopkins Thanks for the advice here, I think i'll end up going with option #2. Yes, one user has both Debit and Credit card transactions, while the rest only use Credit cards.