Typically expenses are incurred in one of two ways: either the employee spends their own money (AKA Out of Pocket), and then seeks reimbursement from the business; or the employee spends using a corporate card issued by the business.
We need to know which case each RIP Expenses User belongs to, so our customers can ensure that employees are reimbursed promptly and business bank accounts are properly reconciled.
When users are first set up (see HERE for a how to guide), we set them up by default as Out of Pocket. When an Out of Pocket expense is exported to Xero, it appears as an approved Bill to Pay, sitting among your other normal supplier bills (see example below).
To designate a RIP Expenses User as a Corporate Card holder, we need to link their RIP Expenses User profile to a Xero Bank Account (remember that in Xero, "Bank Account" can mean a transactional bank account in the normal sense, or a business credit card).
This can be done during the initial User set up actions, or the User can be edited after the initial setup to link the Xero Bank Account.
To edit the User and link a Bank Account; navigate to Administration --> Users, and click Edit next to the relevant User.
Scroll down to Banking details, and tick the Has corporate card checkbox. Use the dropdown box to find and select the relevant Xero Bank Account that matches that User's corporate card. Click Save changes to commit.
Expenses submitted by Corporate Card Users appear in Xero as Spend Money Transactions against the matching Bank Account.
Xero users will be able to go into the Reconcile tab within that Bank Account, and see the matching RIP-generated expense transactions down the right hand side of the screen, lining up with the Bank Account transactions on the left hand side of the screen. The Xero user can click the OK button in the centre of the screen to confirm reconciliation of the transaction.
