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 RIPA 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 MYOB Essentials, it appears as an approved Bill to Pay, sitting among your other normal supplier bills (see example below).


To designate a RIPA Expenses User as a Corporate Card holder, we need to link their RIPA Expenses User profile to a MYOB Essentials Bank Account or Credit Card Account. 


This can be done during the initial User set up actions, or the User can be edited after the initial setup to link the MYOB Essentials Bank Account/Credit Card.


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 MYOB Essentials Bank Account/Credit Card that matches that User's corporate card. Click Save changes to commit.


Expenses submitted by Corporate Card Users appear in MYOB Essentials as Journal entries, showing the split of the Credit entry against the matching Bank Account/Credit Card, and the corresponding Debit entries against the relevant Expense and Tax accounts. 



MYOB Essentials users will be able to go into the Bank transactions screen, which will bring up the list of Bank/Card transactions from the bank feed. The matching transaction from the bank feed will have the message "1 match available" on the right hand side as per the image below.



When the user clicks on 1 match available, the RIPA Expenses-generated transaction will be there. tick the box on the left hand side, and click save to confirm the reconciliation of this transaction.