How to import Departments (setup as locations) from QBO and make them required?

KseniaP

Hello,

I would like our tags represent our departments in QBO. So when bills are uploaded not only class is added but department as well. Also, I am not seeing an option to import tags in the tags module.

Thank You,

Ksenia

Sheena Trepanier

Hi @KseniaP, woohoo! I'm so glad the locations terminology helped unravel the mystery a bit. Now, onto your new question about requiring a location (Department) once you've set it to import.

The great news is that since you've imported locations (departments) as a report field, a location (department) will be required by default.

However, if you want to enforce the requirement, I recommend turning on Expense Violations. By enabling expense violations, you and your employees will see violations and notes placed on expenses that don't follow the rules of your policy.

For example, let's say you have categories required for expenses submitted on the company policy and expense violation enabled. Now, imagine your employee "Karen" has a report full of expenses but she hasn't categorized any of them. If "Karen" were to try to submit the report, she would get a warning that she wasn't following all the policy guidelines and she would be prompted to fix the violations before submitting. If she submits anyway, the approver will clearly see each expense violation and if they use Guided Review they will be walked through each violation on the report. (below is an example)

Violations on a report:

A message when trying to submit with violations

To enable expense violations, you can navigate to your Settings > Policies > click on [company policy] > Expenses tab. (below)

I hope this info helps!

Isabela Stisser

Hey @KseniaP, thanks for posting to the Community! You can definitely have your Tags import as Departments from Quickbooks.

I checked your account and see that there are multiple Tags already being imported from QuickBooks, and displayed under the Tags tab in your policy.

Please note that when you are you using an accounting integration with Expensify, categories and tags must be added on the accounting side first and synced to your Expensify settings.

Once imported you will have the option to enable/disable any Categories or Tags.

Take a look at this help article for more information on how coding configuration works in QuickBooks Online.

Let me know if you have questions and I will be happy to help!

KseniaP

Hi @IsabelaStisser,

Thank you for your prompt response.

We do have departments set up in QBO but Expensify is pulling customers. How do I change that?

Sheena Trepanier

Hi @KseniaP, thanks for bearing with me. Can you confirm how you have departments set up in QuickBooks Online? At this time, we support importing Classes and/or Customers/Projects, Locations, and Items as tags from QuickBooks online.

Thanks!

KseniaP

Hi Sheena,

It looks like we are using locations for departments. Thank you!!! Didn't think of that. Last question. What do I need to do do enable "must use location"? Thank You!