Once you have connected your Accounting Software to your RIPA Expenses account, you'll no doubt want to get going as quickly as possible to start managing your expenses. To enable this, you'll need to complete three steps.
Step 1 of 2: Map your RIPA user profile to a Supplier Contact in your Accounting Software
1. To ensure your expenses flow to your Accounting Software correctly, we need to map your RIPA user profile to a Supplier Contact in your Accounting software. Go to Administration --> Users and click on Setup needed in the integration column of the table that appears.
2. The Edit user screen opens and scrolls down to whichever area has some required set up actions. Depending on things like corporate cards, accounting contacts and so-on, there might be more than one thing to do. Any such area has a "Setup needed" indicator as shown on below; click on this to expand the section.
3. In this case you want to map your RIPA user profile to the Supplier Contact. If you expand the section, you will see a list of potential matches. Choose one by clicking on the round button to its right. Usually there will be just one match - if you see none, check the user's e-mail address and make sure a Supplier Contact is set up with that same address in your accounting software, then repeat the synchronisation steps to update RIPA with the new contact information.
4. Check to see if there are any other things to set up or changes you want to make to your user information then, when happy, make sure you save the changes by scrolling to the bottom of the page and clicking on "Save changes to user". If you don't do this, no alterations you make on the page will be remembered.
IMPORTANT: The specific collection of settings presented in the "User edit" screen will vary depending on your company's setup in RIPA and your chosen subscription tier. It is a good idea to play around with the various options for your own account to see what is available. Unless you explicitly save your changes, nothing will actually be saved in RIPA and you can just reload the page to reset everything back to how it was.
Step 2 of 2: Confirm your Payment Method
RIPA Expenses users can claim expenses in two ways; either by claiming reimbursement for "out of pocket" expenses, or by spending money on a corporate/company card.
RIPA users are set up by default as "out of pocket" - if you spend your own money and claim reimbursement back from the business, then there is nothing else for you to set up. If you use a corporate card for business expenses, you'll need to make further adjustments in your user profile.
1. Navigate to Administration --> Users, and click on the Pen icon next to your name. This is the Edit button.
2. Under the Banking Details section, tick the "Has corporate card" box.
3. Use the drop down selector to choose the right card/bank account they spend from (this drop down menu will pull through all Cards and Bank Accounts visible in your Accounting Software).
4. Once you're happy with your corporate card selection, remember to scroll down and save the changes you've made.
You're ready to go!
You can download the mobile app and start taking care of your expenses. Click here for instructions to download the mobile app.
If you have other users to add, you can do this by following the steps here.