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Best Practices for expensify rules while using Custom API?

mmourton
mmourton Expensify Customer Posts: 5

We are using the API to export data into a google sheet, where we process the data a little further and ultimately upload the batches to our accounting software (Sage 100 Contractor).

The goal is to automatically submit all expenses that have been "Tagged" and have a receipt available. We only use company cards, so no manual expenses will be submitted through Expensify.

We are handling the transactions as "expenses" (instead of reports), so we are importing expenses that are "OPEN". Is this correct?



One of the main issues we are having is that the manually entered expenses are not being "linked" to the aggregated data that is imported from the institution and it is exporting as two different expenses. In the example below, you can see that two transactions were exported as duplicates because of this. How can we prevent this? Could this be happening because the manually created expense is being submitted as part of a report before the transactions are "linked" to the CC data?



Here are the expensify settings we are using right now:

DOMAIN GROUP POLICY

We have "strictly enforce policy rules" set to true.


SCHEDULED SUBMIT

This is set to submit reports daily


VIOLATIONS

If we set the "receipt required amount" to .01 Will this "flag" all expenses that do not have receipts so the user knows they still need to upload a receipt?


APPROVAL MODE

Our approval process is handled through our google apps script. We do not want to receive approval requests via expensify. Is this setting correct? "Workflow Enforcement" is turned on.


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