Welcome to RIPA Expenses! Your journey to pain-free expensing has begun. In order to get up and running, we need to ensure you have all the right items ready to go in your Accounting Software.
Users (AKA Suppliers)
When expenses flow from RIPA to your Accounting Software, in order to keep visibility over who is incurring these expenses they sit against a “Supplier Contact” in the Accounting Software. This means everyone who is going to be a user in RIPA Expenses needs their own Supplier Contact profile sitting in the Accounting Software.
If you're not sure whether your Accounting Software has the right supplier contacts set up, it can be a good idea to check this first, by logging into your Accounting Software and searching in the Supplier Contacts section of the application. If anyone who will be a RIPA User doesn't exist as a Supplier Contact, you'll need to create new Supplier Contacts in the Accounting Software (click here for Xero instructions, and here for MYOB Essentials instructions).
IMPORTANT! (Xero only): To make sure your newly created Contact sits in the Suppliers group in Xero, you'll need to create and save a draft Bill (it can be for $0) in Xero against that Contact.
Corporate Cards
For any RIPA Expenses users who have corporate cards for incurring expenses, we assign these cards to users in RIPA. So their card account (for Credit Card holders) or company bank account (for company Debit Card holders) must be loaded in your Accounting Software so RIP can pull it through. In RIPA we pull through the name of the account as you see it in your Accounting Software, so make sure the right cards and accounts are present, and named clearly so you know who to assign them to!
Expense Codes
For MYOB users, we will sync across all Expense accounts (those beginning with a 6- or 9- prefix).
If you are a Xero user, please note - Xero will only sync expense codes to RIPA that have the "Show in Expense Claims" box ticked in Xero (see image below). We recommend you go to your list of expense accounts in Xero by navigating to Accounting → Chart of Accounts → Expenses and make sure the codes you want to bring across to RIPA definitely have the “Show in Expense Claims” box ticked.
Once you have completed these checks, and ensured all the right items are present in your Accounting Software, lets get started with the RIPA set-up by viewing your instructions here!