Expenses

When your RIP Expenses Users submit expenses, we need to identify who is incurring the expense in Xero. To do this, we link the Users in RIP Expenses to Contact profiles in Xero. If any of your Users aren't linked to Xero Contacts, we'll give you a notification on your RIP Expenses Dashboard. You can click the Link your users button to get started.

This will take you to your list of RIP Users (for tips on setting up new Users, click HERE). Any Users not currently linked to a Xero Contact will have the Check button visible on the right hand side. Click on this to search for matching Xero Contacts.

We will search for any matching contacts and display them on screen. To confirm the link, select the matching Xero contact and click Save changes. 

Repeat this for your other Expense Users. When a User has been successfully linked to a Xero contact, the Check button will be replaced by a green Ready button - you can click this to change or disconnect the link.

If your users try to submit an expense without this mapping in pace, the expense will not export to Xero, and will sit in the Export Issues page of RIP Expenses. If you follow the steps above to link the User to the Xero Contact, then click Retry export in the Export Issues page, the expense will successfully export to Xero. 

Next up - specify your Users' payment methods.

Why can't I find any matching Contacts when I click Check?

If there are no matches coming up when searching for Xero Contacts, you may need to add a new Contact of the same name in Xero. Make sure you add them as a "Supplier" type Contact - steps to do this can be found HERE. 

Please note - to designate your newly created Contact as a Supplier, you'll need to create and save a draft Bill (it can be for $0) in Xero against that Contact.

After you've added a new Contact in Xero, you'll need to refresh the Contact data in RIP Expenses. Navigate to Administration --> Accounting Software --> Options; then click Get all contact information. 

You can then go back to your Dashboard, and click Link your Users to try this again.