Multiple Policies integrating with different QB files in Right Networks hosted environment.

LAW_305

We use QB Enterprise/Desktop. We have 3 domains (Domains A, B and C). The 3 domains are split between 3 policies (1, 2 and 3) and 3 separate QB Company files (Mary, John, Joe).

We were told that we needed separate Expensify "policies" as we were connecting to 3 different bank accounts (Bank 1, Bank 2 and Bank 3).

Some employees from Domain A are on Policy 1, Company Mary, Bank 1

Some employees from Domain B are on Policy 1, Company Mary, Bank 1

Some employees from Domain A are on Policy 2, Company John, Bank 2

Then we have employees from Domain C on Policy 3, Company Joe, Bank 3.

We are hosted on Right Networks. We have, so far, obtained 2 Tokens/Keys.

Do we need to switch the "key" in the expensify sync window each time we want to sync to a different company in QB? OR, do we set up one of the domains as the admin of all the policies? If we do that, do we merge the 2 policies we have set up so far?

John Schuster

Great question, @LAW_305! You should only need one token here, as it sounds like we'll be communicating to a single Sync Manager, with multiple company files.

Coming from your description, the most important thing will be Company File hygiene. Let me explain:

When we export from Expensify, we can only export to whatever company file is currently open. If the currently open company file matches the company file that was set in the policy settings, then we will export to that file. However, if a different company file is open than the one set in the policy of the report that is being exported, that report will fail to export, as we cannot find the company file the report is supposed to export to.

The domains won't really matter so much here, so long as we get the policies set up correctly. Here's my recommendation:

Setup (Use the same Token for all of the steps below):

1. Open company file 'Mary', and set up the connection to QBD for Policy 1. (You can invite your team members to this policy after the fact)
2. Close company file 'Mary', and open company file 'John', and set up the connection to QBD for Policy 2.
3. Close company file 'John', and open company file 'Joe', and set up the connection to QBD for Policy 3.

When it comes time to export reports, open the company file that matches the policy for the reports you are going to export. For example, if you are exporting reports that were submitted under Policy 1, make sure company file, 'Mary' is open.