Set up the Business Central integration v2

Overview

Key features of the new integration

• Integration Type - app installed inside Business Central
• Cloud & On-Premises Business Central is supported
• Export
  • Pleo expenses can be exported into Business Central as Journal entries and Purchase Invoices
  • Exporting of card expenses, invoices, out-of-pocket, mileage, reimbursements, personal spend and any other expense is supported
  • Expense attachments (receipts) are transferred together with the expense data
• Tags Sync
  • Import and sync Dimensions from Business Central with Tags in Pleo 
  • Can select which Dimension Values you want to see as Tags in their Pleo
• Tax Sync
  • Import and sync VAT Setups from Business Central with Tax Codes in Pleo
  • Can select VAT Setups you want to see as Tax Codes in Pleo
• Other
  • Multi-Entity Support - easily connect each entity to a separate company in Business Central
  • Closed Accounts Period Bookkeeping- export expenses belonging to closed accounting periods

Installation

Connection

Configuration

1. Journals & Accounts configuration

In the Journals Setup section, set up several Journals in Business Central which will be used by the integration:

• Expense Journal - all Pleo expenses will be recorded in this journal (except Invoices and expenses booked on a Vendor).

  Template: General template is recommended.

• Optional Invoice Journal - To record invoices, to book card and out-of-pocket expenses on a vendor.

  Template: Purchase Template is recommended. 

  You can use the same Journal as in Expense journal.

• Optional Invoice Payment Journal - To record invoices, to book card and out-of-pocket expenses on a vendor.

  Template: Payments Template is recommended.

  Note: You can use the same Journal as in Expense journal.

In the Accounts Setup section, set up several accounts which will be used by the integration:

• Pleo Wallet Account - to track expenses made with your Pleo cards. Map the existing Account for Pleo expenses.

  Note: If you want to have Pleo Wallet Account as a Bank Account in Business Central, set Pleo Wallet Account Type to Bank Account and create a new account

• Pleo Out-of-pocket Account - to track employee out-of-pocket expenses. Map the existing Balancing account for out-of-pocket expenses.

  Note: If you want to book out-of-pocket expenses on a Vendor or Employee in Business Central, set the Out-of-pocket Account Type to Vendor or Employee, and create a new account the pocket Account type as Vendor or Employee, you will need to create a new account.

• Pleo Contra Account - to track reimbursements made outside of Pleo. Map the existing Contra account for reimbursements.

2. Accounting configurations

If needed, adjust the accounting configurations of the integration.

Record Vendor on Card Expenses

• If disabled (default) - card expenses will be recorded as a single journal entry in the Expense journal
• If enabled - Pleo card expenses will be booked on a Vendor in Business Central

Good to know: 

• If you enable this configuration, make sure you have the Default Vendor Account set up
• If Purchase Invoices is also enabled, card expenses will be booked as Purchase Invoices as Business Central

Purchase Invoices

• If enabled (default), invoices and all other expenses booked on a Vendor will be recorded as Purchase Invoices in Business Central
• If disabled, all expenses (inc. invoices) will be recorded in Business Central as Journal entries

Description

This configuration determines the contents of the Description and Comment fields on exported expenses in Business Central. To add a datapoint into the Description:

1. Press the three-dotted sign
2. Select the desired datapoint 
3. Click OK

Good to know: You can write any text in the field - it will appear in the Description and Comment fields for all exported expenses (do not use [ ] around your text)

3. Tax Codes & tags

Synchronise your VAT Setups to Pleo Tax Codes

1. In Business Central, go to Pleo Integration Setup
2. Access Tax Codes Setup
3. Click Sync With Pleo

Good to know: 

• To not import certain VAT Setups as Tax Codes in Pleo, un-click the Show in Pleo checkbox and click Sync With Pleo 
• VAT Setups that are blocked or are Sales & Full Tax Type will not be synced. To import one, first uncheck the Block box, then select Show in Pleo

Synchronise your Dimensions to Pleo Tags

• To link Dimension to existing Tag Groups
  1. In Business Central, go to Pleo Integration Setup
  2. Click Tags Setup
  3. Add the Dimensions from Business Central you want to sync with Pleo
     Note: The Dimensions which already exist as active Tag Groups are automatically pre-selected
     
  4. Select a Dimension 
  5. Click OK
  6. Click Sync With Pleo

• To edit the Dimension values synced to Pleo
  1. Next to the dimension field, click on the three dots icon
     
  2. Uncheck Show in Pleo for Dimension Values you do NOT want to have in Pleo as Tags
  3. Click Sync With Pleo 

Good to know: 

• Dimensions are linked to Tag Groups
• Dimension values are linked to tags
• Blocked or non-standard Dimension Values can’t be made visible in Pleo

4. Categories

1. In Pleo, go to Settings 
2. Click Accounting 
3. Select Categories 
4. Create categories
5. For every category
   • Add the account numbers (no names or other details needed, just the Account numbers)
   • Choose a tax code from the dropdown

Good to know: To find accounts in Business Central, type Chart of Accounts in the search and click on Chart of Accounts

Export an expense