Our focus at Tallie during the summer of 2015 is enhancing our customer’s’ experience. We’re expanding export options, offering enhanced support for credit card account management, and presenting a newly revised duplicate-detection algorithm! Let’s get into the details:
New export option for Intacct – Expense Reports in Time & Expense module
Users whose Intacct subscription includes the Time & Expense Module can now choose to export reimbursables as Expense Reports to Intacct! To configure this, go to Tallie’s Settings area, click on Integration & Sync > Export Settings > Payment export type is: Expense Reports. An additional drop-down will appear for the admin to select a numbering method for expense reports in Intacct. If Intacct already has auto-numbering setup for the enterprise, it will be inherited here. Otherwise, this will default to Tallie numbering.
Similar to other export types, Tallie will also export attachments to Intacct Expense Reports, which can be viewed by clicking the paperclip icon highlighted with an orange box in the screenshot below.
Now syncing Expense Categories with Intacct Expense Types
Expense Categories list is the newest dimension that can be synced with Intacct. Most Intacct organizations that have the Time & Expense module enabled also have Expense Types enabled in their accounts. Intacct Time & Expense uses Expense Types just as Tallie uses Expense Categories – as a way to provide users with a user-friendly manner of mapping expenses to General Ledger Accounts and Items – though some Intacct organizations choose not to use Expense Types. By syncing Tallie Expense Categories to Intacct Expense Types, we ensure seamless transition of expense report data using the same dimensions in Tallie as you use in Intacct. With our activity-based sync, any new Expense Type created here will be synced to Tallie with its expense account readily-mapped. Likewise, an Expense Category created in Tallie will also be reflected as a new Expense Type in Intacct.
Not only does Tallie sync Expense Categories with Expense Types, but Tallie now also supports specification of offset accounts on a per-category basis. With all other integrations, Tallie exports bills, credit card transactions and/or checks to accounting using one standard liability account per export type. However, individual expense types in Intacct can be assigned unique offset accounts that will override that default setting when expense reports are created in Intacct. To honor this setting, Tallie now has the flexibility of assigning custom offset account as well. This setting can be found in the Expense Category edit area. Please note that this is an Intacct Time & Expense-exclusive setting and all expenses exported to Accounts Payable and Cash Management will continue to be offset by your default payable account(s) as configured in Intacct.
Billable expenses can now be exported to Intacct
If you are billing your customers for time & materials, you will want to be marking expenses in Tallie as billable. As with our other integrations, Tallie is now configured for tracking of billable expenses when integrated with Intacct, and is configured to verify that you have met all the requirements for Intacct billable expenses prior to exporting. Intacct’s requirements are as follows:
- The Expense Category chosen must be mapped to an Item that is of “Non-Inventory” type. Items of Non-Inventory (Sales Only) or Non-Inventory (Purchases Only) types are not valid for billable expenses.
- The Item used for the Expense Category must be mapped to an Expense Account in Tallie
- The expense must be mapped to a Customer, either on the expense item itself or by mapping the expense to a Project that is mapped to a Customer in the Project Details tab.
Please note that, due to limitations on the Intacct side, Tallie cannot indicate billable status on transactions exported to the Cash Management module.
CREDIT CARD IMPROVEMENTS
Credit card subaccount addition/subtraction functionality
As before, once a credit card connection has been made to a bank, the user will be presented with a list of cards accessible by the account. Now, the user can select which of these cards they would like to bring into Tallie. After the initial connection, the user can click the “Add more cards from this account” icon in the credit card profile to connect more cards from the account. Any individual card can be removed from Tallie by clicking the new trash can icon on that card’s line.
Let the Add Card flow run in the background
While in the process of connecting to their bank, users now have the ability to close out the lightbox and return to the Add a Credit Card flow at a later time without losing their spot. Simply click the X in the upper-right corner of the lightbox and the flow will be continue in the background, allowing you to use other features in Tallie while you’re waiting. When you are ready to select the cards to bring into Tallie, click “Finish Setup” to pick up where you left off.
Users can specify Statement Start Date for manually created credit card profiles
With this feature, Tallie can auto-bundle expense reports for manually uploaded transactions based on the statement start date on the card profile. Note that this behaves the same as direct-feed banks – auto-bundling is for non-reimbursable transactions and does not apply retroactively to existing reports.
Tallie will import credits & refunds by default, but omit payments from auto-import
Previously, Tallie excluded all negative transactions from auto-import and users chose to manually import the ones they need. In this release, our auto-import feature is enhanced with the ability to differentiate between vendor credits/refunds and credit card payments/interests, allowing the latter transactions to be accurately identified and omitted from auto-import.
Users can map any manually created expense or receipt photo expense to a corporate credit card, for later credit card transaction reconciliation
In this release, we implemented the ability to associate an expense with a corporate credit card without the expense being sourced from a direct credit card feed or manual upload. Not only will this feature help improve auto-matching between receipts/manual expenses with credit card transactions, but it will allow users to track and submit non-reimbursable expense items even if they are having problems with the bank feed.
To manually map an expense to a corporate credit card, simply select a the card in the expense create/edit lightbox. This feature is also available through Mass Edit, when you select more than one expense and use the pencil icon to edit more than one expense at a time.
Any transactions that are manually mapped to a corporate card will show an orange credit card icon, which is clickable and will display a message to inform the user that this is a mapped expense that can be merged with a true credit card transaction from either direct feed or manual upload. If the admin prefers, he/she may export mapped NR transactions to accounting without reconciliation.
Show original transaction description in manual import and expense edit lightboxes
Occasionally, our credit card data feed cleanup oversimplifies the merchant for a credit card line item. Prior to this release, the full merchant record was only available after importing a transaction. Now, this functionality has been made available to each row of the CC import lightbox, which shows the merchant line data on hover over the credit card icon, and the expense edit window, which displays the full original transaction description on hover over the snippet.
Duplicate Detection now learns exclusions from exported data
In addition to identifying expenses as potential duplicates based on their merchants, dates, and amounts, our duplicate detection algorithm is now enhanced with the ability to learn from exported data. This should reduce the rate of false positives and continue to enhance the accuracy of the duplicate detection algorithm.
Ability to hide top-level projects from users
Some accounting systems, like QuickBooks Online and QuickBooks Desktop, use one list for Customers and the Jobs associated with those customers which we support in our Projects list, while other accounting systems, like Intacct, use separate lists which we support with our Customers and Projects lists. With our last major release, we allowed the configuration of expense items on a list basis, enabling admins to turn on expense tracking by projects, customers and other lists. In order to better support QuickBooks and other accounting systems, we now offer a configuration for the Projects list which will disable the top-level of projects on a projects lists, effectively turning off Customers tracking.
When Project tracking is enabled in Company Preferences > Features area, admins can choose to hide all parent-level projects for users. This will override Project People settings, meaning, with this box checked, users won’t be able to select the top-level project they’re assigned to.
Ability to export to “Other Asset” accounts in QuickBooks
For each accounting system, certain restrictions are in place for export on the basis of the GL account associated with the expense category. For QuickBooks Desktop, the QuickBooks product does not allow customer/job or billable mapping on expenses mapped to GL accounts of “Other Asset” type. Because of this limitation, Tallie previously prevented mapping & export to “Other Asset” types.
We now support exporting checks, bills, and corporate card charges to type “Other Asset” accounts in QuickBooks Desktop. We have also introduced validation on export to ensure conformity with QuickBooks Desktop limitations and, if a project is mapped to a line item or the line item is flagged as billable, and appropriate error will be displayed to the user.
Export high quality receipt images to Bill.com
In this release, we upgraded the receipt image quality in the PDF reports attached to Bill.com exports from viewable quality to high quality. In extreme cases where there are hundreds of receipts in one report, the image quality will switch to viewable to comply with Bill.com’s file size limitation.
More data-rich Projects list view offers shortcuts to editing a Project
The Projects list view now contains Project number, expense privileges and start/stop dates for projects, enhancing visibility of project settings overall. Additionally, an admin may click on any one of these preferences and be taken to the edit view for that preference directly.
More visibility for accounting codes across Tallie
When “Display System Code” from the connected accounting system is configured on Settings Home page, the system codes for Vendors, Class, Departments, and Locations, etc. will also appear in mapping drop-downs in the Settings area. This will help admins make selections by typing in just a code number in order to select an option from a full list.
We look forward to hearing how these upgrades have made your expense report software experience even easier! If you have any questions or comments, feel free to reach out to our Product Expert team at firstname.lastname@example.org or by calling 888-874-1118 Ext 2.