How to prevent new expenses from getting assigned to a specific report?

How can I either set a default expense report so that all new expenses get assigned there by default OR set it up so that expenses are not assigned to an expense report by default?

Here's why I ask... I have a sole prop client who is tracking mileage and expenses. I set up the connection to QuickBooks Online (QBO) because we want to export the cash and credit card transactions to QBO. However he's not reimbursing himself for mileage; so there's no accounting entry to make. We just need the mileage log in Expensify for tax purposes later.

To ensure the mileage expenses don't come over to QBO, I created an expense report named "2019 Mileage (do NOT submit this report)". That's where all the mileage expenses go. If it's never submitted, we still have the log, and no entry gets created for them in QBO. Good so far.

The issue is that all new expenses are getting automatically added to this "Mileage" report. How can I set the default to go to a different report (preferred) or to no report at all? Thank you.

Best Answers

  • ScottSpringerScottSpringer Posts: 5
    Accepted Answer

    Hi @Sheena Trepanier. Answers to your questions:

    1. My client has a brand new business and is currently using a personal card but treating it as a company card until he gets a card in the company's name. By "treating it as a company card", I mean that he's only charging business expenses on this card, and he has it set up in QBO. He is importing the credit card charges in Expensify as non-reimbursable.
    2. The credit card charges are more frequent than the mileage entries.

    If we can figure out how to have new expenses go to the latest open expense report, that would help. He can manually move mileage entries to the mileage report. That would be faster than moving credit card charges out of the Mileage report. Currently, all new imported credit card charges are getting added to the Mileage report.

    Thanks.

  • Sheena TrepanierSheena Trepanier Posts: 1,761 Expensify Success Coach
    Accepted Answer

    Thank you for clarifying.

    Since expenses go to the last open and edited report when using Scheduled Submit, the client would be able to open the credit card report and make a small edit to make it the most recent open and edited report. This could be done by adding a new expenses and removing it, changing the report title, or submitting and retracting the report. Any action on the report should make it the destination report for new expenses.

    The thing to know here is that when the client moves the mileage expenses from the credit card report to the mileage report, the mileage report would become the new most recent open and edited report. Each time he moves mileage expenses he would need to edit the credit card report afterward to make it the destination report for future expenses.

    One solution would be to move the mileage expenses at the end of the month before he submits his credit card report. Then, I'd recommend closing the mileage report and allowing Scheduled Submit to create a new report for the next month's expenses. The client would repeat the process each month.

    So, in short, the best workflow would be:

    1. The client allows Scheduled Submit to create a report.
    2. Expenses flow into his account and are all placed on the open report.
    3. At the end of the month, the client creates a mileage report and moves the mileage expenses to it.
    4. The client submits the credit card report and closes the mileage report.
    5. Scheduled Submit creates a new report for the next month's expenses,
    6. Repeat steps 2-4 each month, letting Scheduled Submit take care of creating the report and gathering the expenses.

    I'm here for follow up questions, so send them my way!

Answers

  • Sheena TrepanierSheena Trepanier Posts: 1,761 Expensify Success Coach

    Hi @ScottSpringer, I hope you're well. Is your client using Scheduled Submit functionality at all? When Scheduled Submit is being used, new expenses are added to the last open and edited report, in this case that's most likely the mileage report.

    A couple options would be to separate expenses based on a policy, so everything that is submitted to QBO is reported on "policy A" and mileage is reported on "policy B". The other is to disable Scheduled Submit so expenses are not reported automatically at all.

    I'm here for follow up questions, so please @ mention my user name in a response on this thread to continue discussion this.

  • Thank you, @Sheena Trepanier. The client is not using Scheduled Submit. Reports are submitted manually.

    Can you clarify what you mean by separating expenses by policy? I know you can have multiple policies set up, but I thought only one was active at a time.

  • Sheena TrepanierSheena Trepanier Posts: 1,761 Expensify Success Coach

    @ScottSpringer, one policy is set as the default for an account, but more than one policy can be used. When a default policy is set, all new reports are automatically created tied to that policy, but the policy on each report can be changed while it's still in the Open state.

    To change the policy a report is tied to, you use the policy selector at the top right of the report. (Below)

    A brand new policy can be created, or your client could move the mileage report to their Personal policy instead.

  • @Sheena Trepanier, I'm not sure I fully understand. I can set up a 2nd policy and then assign it to the expense report for mileage. As long as I keep the 1st policy as the default, then all new expense reports will be created using that policy.

    However, will Expensify know to assign downloaded credit card transactions to the current open report using the default policy? Or will it still keep putting those in the mileage report? I'm not clear on how Expensify will know to put mileage expense in the Mileage report and all other expenses in the current open report for the default policy.

    Thanks again for your help.

  • Sheena TrepanierSheena Trepanier Posts: 1,761 Expensify Success Coach

    Hi @ScottSpringer, sorry for the confusion! It won't be possible to automate specific types of expenses going to a specific report; aka mileage expenses to the mileage report and credit card expenses to a credit card report. The one exception is when company credit card expenses are imported via Domain Control, because Domain Control grants the admin additional administrative controls over the company card expenses. Most often though, domain control is not being used or the credit cards are not company cards.

    Is your client using company cards, business cards, or personal cards? Additionally, does the client have more frequent mileage expenses or more frequently credit card expenses?

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