Approve/Archive/Close Old reports without Importing to QBO

MJNiMMJNiM Posts: 59Expensify Customer Expensify Newcomer

We have several old reports with receipts that we would like to archive/close to get them off the review reports area. We do not want to approve them because we do not want all of those transactions showing up in Quickbooks (there are a LOT of them!)

What can we do with these reports so that we still have the records but do not have them in Quickbooks?


Best Answer

  • Sheena TrepanierSheena Trepanier Posts: 1,914 Expensify Success Coach
    edited February 1 Accepted Answer

    Hi @MJNiM - happy to help with this!

    If you have multiple reports you want to approve but don't want them exporting to QuickBooks upon final approval, you can temporarily disable the Auto Sync functionality for the connection. (below)

    Settings > Policies > click on [policy name] > Connections tab > "Configure" button > Advanced tab.

    As long as this functionality is disabled when the reports are moved to an Approved state, you'll have full control of which reports are eventually exported to QuickBooks.

    When you re-enable the auto-sync functionality, the reports you approved will not be exported automatically. Any reports approved during that time would need to be manually exported to QuickBooks in order for the expenses to be captured there.


  • EByerEByer Posts: 41Approved! Accountant Expensify Admirer

    Hi @MJNiM, I'm not sure if this is the most accurate answer or not, but I usually will go to my Reports tab, filter down to the reports I want to archive and instead of exporting to QBO and then do the following:
    1. Select the reports to Archive
    2. Move to the top of the screen and select "Export To"
    3. Select "Mark as manually entered"

    This will ensure the reports don't get exported into QBO and well mark the reports as "Approved" or "Reimbursed". I've also attached a screen shot for your reference.

  • MJNiMMJNiM Posts: 59Expensify Customer Expensify Newcomer

    Do you still have to approve those reports though? I did that successfully but they are still sitting as pending reports to be approved. If I approve them will they then NOT show up in QBO (want to be VERY sure of this, because I don't want to have to manually find and delete HUNDREDS of transactions in QBO)

  • MJNiMMJNiM Posts: 59Expensify Customer Expensify Newcomer
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