Innovo Xpense can be used as a standalone application or with ERP or Accounting Systems that are not already integrated with.
To get started, click on the Account menu item found in the Admin Console menu. This will bring up the Account page.
On the Account page, click on the Integration tab. Then select No Integration in the drop-down list and click on the Set Integration button.
After setting the integration option to No Integration, the following configurations can be carried out.
- General Settings
- Linking Expense Accounts
- Linking of Balance Sheet Accounts
Doing the following configurations will enable Innovo Xpense to provide appropriate data exports which can be used as an input file to the backend accounting systems.
To access these configurations in the Admin Console menu, click on Management Actions which will show a list on management actions that you can carry out.
Click on the Manage Accounts menu item and this will bring you to the Manage Accounts page.
General Settings drives the bookings that Innovo Xpense will generate for import into back-end accounting systems.
There are two configurable general setting features.
Equalize Claim: Selecting "Equalize Claim" generates bookings once the transaction in the Pending Reimbursement section are processed. The transactions in the Pending Reimbursement section are expenses that were borne by employees, and for which the employees need to be compensated.
The amount to be paid to the employees is booked as a credit on the liability account and debit on the bank account. Details about the Reimbursement process can be found in the document describing the Management of Transactions.
Book GST: Selecting Book GST will include GST amounts into bookings where applicable. Selecting this will automatically assume GST is applicable for all accounts. To exclude an account from the GST, select the No GST option for the corresponding account.
The General Settings can be found at the bottom right of the Manage Accounts page. Depending on the needs of your organisation, each of the settings can be activated by checking the corresponding check boxes.
Linking Expense Accounts
Innovo Xpense comes with a default list of expense categories which can be mapped to accounts (free-text) as required .
To link expense categories to expense accounts, go to the Link Expense Accounts section found in the Manage Accounts page, where corresponding entries can be selected and entered. The entries can be linked by clicking the Link button.
If the default list of expense categories does not cover your organisation's requirements and custom expense categories are required, they can be created easily.
Please refer to the article on Setting up Custom Expense Categories for further details.
The linked expense categories and accounts will then appear on the right of the Manage Accounts Page. Removing a linked category and account can be done by clicking on the corresponding Remove button.
Linking of Balance Sheet Accounts
The linking of Balance Sheet Accounts is the mapping of the bank and liability accounts. The relevant account numbers can be entered into the fields available.
Bank Account: The bank account is the account from which payment will be made for expenses. This most probably will be the company’s bank account.
Expense Claim Liability Account: The liability account stores all claims which have yet to be paid.
To link bank and liability account, go to the Link Balance Sheet Accounts section found in the Manage Accounts page and select the corresponding entries. The selected entries can be linked by clicking the Link button.