Controlling the Intacct GL Posting Date of Exported Expenses and Bills

When expenses are exported from Nexonia to Intacct Time & Expenses or Intacct Accounts Payable, they become Expense Reports or Bills, respectively. In both cases, the line items on the Intacct Expense Report or Bill have individual transaction dates, all line items share a single GL Posting Date that is set on the parent object. 

To determine the GL Posting Date of the expense report or bill, some configured logic is used to determine a date. In the Nexonia integration configuration, this is called the Batch Date. 

Settings that control the logic that determines the Batch Date (and thus the GL Posting Date of the exported Expense Report or Bill) are located in Nexonia at Intacct* > Integration Setup > Edit Parameters > Expenses. 

Intacct Batch Date

This setting controls the baseline logic used to determine a Batch Date for each expense report or bill exported to Intacct. 

To help understand these settings, consider an example expense report that was created on June 7. It contains two expense items, dated July 14 and July 27. The expense report was exported to Intacct on August 29. 

Intacct* > Integration Setup > Edit Parameters > Expenses > Intacct Batch Date:

• Export Date sets the Batch Date to be the date on which the export from Nexonia to Intacct took place
• For the example report, the GL Posting Date in Intacct would be August 29. 

• Report Creation Date sets the Batch Date to be the date on which the user created the expense report in Nexonia
• For the example report, the GL Posting Date in Intacct would be June 7.
• this is the least commonly-selected option

• Oldest Item Date sets the Batch Date to be the oldest line-item transaction date in the Nexonia expense report
• For the example report, the GL Posting Date in Intacct would be July 14.

• Newest Item Date sets the Batch date to be the newest line-item transaction date in the Nexonia expense report
• For the example report, the GL Posting Date in Intacct would be July 27.
• this is the most commonly-selected option

If you change this setting, click OK to save your selection, then initiate a configuration sync from Intacct* > Configuration Sync > Synchronize Now. 

Changing this setting will only affect expense reports exported going forward. 

Editable Intacct Batch Date

This setting allows you to add a user-editable Batch Date field on the Nexonia expense report.

If a user selects a date in the Batch Date field on a Nexonia expense report, that date will be used as the Batch Date for all expense reports and/or bills exported to Intacct from that Nexonia expense report, overriding the "Intacct Batch Date" configured in the integration parameters. 

We recommend restricting the access to this field to only Administrators. 

Enable the editable batch date field:

1. Intacct* > Integration Setup > Edit Parameters > Expenses > Editable Intacct Batch Date: Yes
2. Run the configuration sync from Intacct* > Configuration Sync > Synchronize Now
3. Expense reports in Nexonia will now have a header level date field called "Batch Date"

Restrict access to the editable batch date field: 

1. Settings > Company > Custom Fields > Expense > Edit "Batch Date"
2. Role Permissions: Yes
3. For each role, set the appropriate level of permissions. We recommend "Write" access for Administrators and "Read" or "None" for other roles
4. Apply

Split Reports

It may be advantageous for a single Nexonia expense report to be exported to Intacct in two or more portions. The "Split Report" option separates the expense items from a single Nexonia expense report according to the period option selected. 

Note that employee-reimbursable expenses and company credit-card expenses from a single Nexonia expense report are always separated upon export. 

Intacct* > Integration Setup > Edit Parameters > Expenses > Split Reports:

• By Day creates one expense report or bill for each transaction date represented on line items in the Nexonia expense report. Only items that have the same transaction date will end up on the same expense report or bill in Intacct. 
• By Month creates on expense report or bill for each calendar month represented on line items in the Nexonia expense report. 

The "Newest Item Date" and "Oldest Item Date" behaviors will select the Batch Date from within the split portions. 

Best Practice

We reccommend the following configuration, based on the business requirements and processes most common to our customers:

• Intacct Batch Date: "Newest Item Date"
• Editable Intacct Batch Date: "Yes"
• Role Permissions: "Yes", Administrator: "Write", other roles: "None"
• Split Reports: "By Month"

*May be labelled differently in your configuration