You can connect Nexonia to your QuickBooks Online account to support a web services integration. This integration allows Nexonia to integrate configuration information directly from QuickBooks Online, and export approved expenses and timesheet directly into QuickBooks Online. 

The configuration sync and exports can be schedule to run automatically on a daily basis, and administrators can also trigger a sync or export on-demand.

 Note: Each Nexonia environment can be linked with a single QuickBooks Company

To authenticate your connection to QuickBooks Online, follow these steps:

1. Log in to Nexonia and go to: QuickBooks* > Integration Setup > click on the Edit Parameters link.

2. You'll see the Configuration Sync window appear. Select the Integration Type as "QuickBooks Online". You'll now see the configuration settings appear for QuickBooks Online.  

3. Send errors to: enter the email address of whomever should be alerted if there’s an error with the synchronization, typically the administrator.

4. Under the General tab, open the dropdown for Application and select "Nexonia Expenses".

5. You'll now see a QuickBooks button appear labeled "Connect to QuickBooks". Click this button, which will redirect you to QuickBooks Online authentication.

6. Follow the prompts, entering your QuickBooks Online credentials. At completion, you will be redirected back to Nexonia.

7. Once back in Nexonia, you'll see a message confirming a successful connection as well as the Intuit icon at the top of the browser.

8. You can now configure your connection settings with QuickBooks Online and initiate your first configuration sync.

*May be labelled differently in your integration

You also may be interested in the following articles:

• How to Add New Users in Nexonia (QuickBooks Online Integration)
• How to Create Expense Categories in Nexonia (QuickBooks)
• Integrating and Configuring Class using QuickBooks Online
• Synchronizing the Nexonia Configuration with QuickBooks Online
• Mapping Company Paid Credit Cards to QuickBooks

The following is an overview of how Nexonia and NetSuite integrate. For any assistance on configuring your NetSuite account, please contact your NetSuite representative.

Nexonia integrates with NetSuite via SuiteTalk web services. The SuiteTalk API allows Nexonia to use NetSuite as a source of record/validation table - NetSuite dimensions and values are integrated into Nexonia and can be used in Nexonia for coding of expenses, timesheets and workflow.

Nexonia’s integration with NetSuite supports export of fully approved expense items and timesheets into NetSuite.

The integration may be triggered by an automated daily sync, or on-demand.

Nexonia Integration: Imported Data

Nexonia can integrate with the standard NetSuite Dimensions:

• Customers
• Projects
• Employees
• Vendors
• Departments
• Locations
• Classes
• Items

There are a number of other NetSuite values we can integrate with. Some of the most common:

Expense Categories

Project Managers

Project Resourcing 

Project Tasks: task resourcing, synchronizing tasks with service items

Employees: supervisors, defaults for department, location, class

Billable: billable flag, tasks in NetSuite will be linked to service items

Custom Fields can integrated from NetSuite 

Advanced Field Mapping can be used with Expenses to map Nexonia values to NetSuite fields, such as mapping the credit card merchant for a transaction to a custom field.

Nexonia integrates with single entity and One World multi-entity environments, as well as offering multi-currency support.

Integrated NetSuite Features

These are some key NetSuite features that would need to be enabled in order for Nexonia to integrate with your NetSuite account:

SuiteTalk WebServices - Required

SuiteTalk WebServices must be enabled in order for Nexonia to connect with NetSuite via the web services application program interface (API).

Time & Expenses: Expense Reports - Required for Expenses

The Expense feature must be enabled in order to integrate Nexonia Expenses. For expenses, this is the module where expense categories are created with associated general ledger accounts and integrated with Nexonia. This feature also allows Nexonia to export expense reports as NetSuite expense reports.

Note: even if employees are being reimbursed via vendor bills, this feature must be enabled, as this is where Nexonia will integrate the expense categories from.

Time & Expenses: Time Tracking - Required for Timesheets

In order for Nexonia Timesheets to integrate, this feature must be enabled in NetSuite.

Integrated Exports to NetSuite: Employee Paid Expenses

Employee Expense Reports

Employee paid expenses can be exported from Nexonia to NetSuite as an Expense Report. We would need the Nexonia user being reimbursed to have an employee record in NetSuite. A PDF of the expense report and the associated receipts can be exported from Nexonia to NetSuite as an attachment.

Payables: Vendor Bill

Employee paid expenses can be exported from Nexonia to NetSuite as a Vendor Bill. We would need the Nexonia user being reimbursed to have a vendor record in NetSuite. A PDF of the expense report and the associated receipts can be exported from Nexonia to NetSuite as an attachment.

Note that the Expense Reports feature is still required in order to integrate the expense categories from NetSuite.

Integrated Exports to NetSuite: Company Paid Expenses (Credit Cards)

Payables: Vendor Bill

Company paid credit card expenses can be exported from Nexonia to NetSuite as a Vendor Bill associated with the credit card vendor. A PDF of the expense report and the associated receipts can be exported from Nexonia to NetSuite as an attachment.

Integrated Exports to NetSuite: Timesheets

Time & Expenses - Staff Timesheets

Nexonia timesheets will be exported to NetSuite as Timesheets in the Time & Expense module.

Additional Integrations

PDF Export

Nexonia can export a PDF of an expense report into NetSuite where it can be linked as an attachment at the Expense Report or Bill level.

Additional Exports 

Nexonia allows for additional exports, such as a .csv file based on a reporting template. Exports can apply filtering for what should be included or not in the export file.

Payment Status

Nexonia can import the Payment Status from NetSuite for any exported expenses. Once payment has been issued in NetSuite, we can import the payment status back into Nexonia via the sync, with an option to notify the employee of the details.

Implementation: Things To Consider Before You Start

The NetSuite environment should be configured to the point where you are able to create and successfully post an Expense Report and/or Vendor bill in your NetSuite environment for Expenses, and create and successfully save a Staff Timesheet for the Timesheet module.

If you cannot successfully perform a function manually when logged into NetSuite, then Nexonia will not be able to do so through the web services API.

For example, if you can’t choose Departments when you try to create an Expense Report in NetSuite, then we wouldn’t be able to use “Departments” as part of the integration in Nexonia.

You don’t have to have all your employees, expense categories, projects or tasks created in order to do the initial synchronization. Some initial values will be enough to get started and configure the account. New values will be brought in later via the integration.

Implementation: Requirements for Expenses

Prior to integrating Nexonia Expenses with your NetSuite Environment the following requirements must be in place:

1. Expense Reports must enabled with Expense Categories created.
2. Web Services must be enabled.
3. Any employees who will be using Nexonia need to be created in NetSuite as either an Employee (when using Expense Reports) or as a Vendor (when sending expense reports to NetSuite’s Payables as Bills).
• The record needs to at minimum include the first name, last name, and the email address for that user to be integrated with Nexonia.
• If integrating Vendors as users, Nexonia will need to filter which Vendors should be integrated. Create a Custom Field in NetSuite on the Vendor and Nexonia can filter using the Field ID. Filtering is also an option for the Employee records.
4. Nexonia’s implementation will require the customer’s contact who will be leading the setup with Nexonia to have full Administrator access to that NetSuite account. 

Implementation: Requirements for Timesheets

Prior to integrating Nexonia Timesheets with your NetSuite Environment the following minimum requirements must be in place:

1. Time Tracking must enabled with Project Tasks and Service Items created.
2. Web Services must be enabled.
3. NetSuite’s Timesheets needs to be active and configured to the point you can create and save a timesheet.
4. Nexonia will create user accounts based on employee records. Any employee who will be creating a timesheet will need to be created in NetSuite as an employee. The employee needs to at minimum include a first name, last name, and email address as part of the contact info.
• Note: if you only want select employee records to be imported to Nexonia as users, you can use an NetSuite custom field to identify which records should be filtered.
5. Nexonia’s implementation will require the customer’s contact who will be leading the setup with Nexonia to have full Administrator access to that NetSuite account.

Implementing a Nexonia Integration with NetSuite

A typical implementation of Nexonia will involve the following steps once your NetSuite environment is configured:

1. Configure the Nexonia and NetSuite Integration in Nexonia;
2. Run the initial Nexonia configuration sync;
3. Configure the Nexonia export to NetSuite;
4. Create and export a test transaction;
5. Configure the Nexonia account settings, such as expense policy rules and approval processes.

Commonly Asked Questions

Does someone need to be an NetSuite User in order to use Nexonia?

No - we would need the person to be set up as either an Employee or Vendor in NetSuite in order to generate a Nexonia User account for them.

We would need at least one NetSuite User with Administrator credentials in order to integrate Nexonia and NetSuite. This allows us to have the permission to integrate via web services.

Will Nexonia bring in all my Employees and Vendors?

It doesn’t have to be all or nothing - by default, we will bring in all the values for an NetSuite dimension, but we can also filter which values should be imported. For Employee and Vendors, we can use an NetSuite custom field on the dimension to support filtering. If that custom field is checked off on the dimension, and we’re filtering for that Field ID, that can filter whether that value is imported into Nexonia or not.

Vendor must be filtered

What if I delete or deactivate an Employee in NetSuite?

Once Nexonia syncs with NetSuite, if the employee record is no longer active then the corresponding Nexonia User record will be rendered Inactive as well.

What if I change an NetSuite value in Nexonia?

Nexonia’s sync with NetSuite doesn’t author new dimension values in NetSuite. NetSuite is our source of record in the integration, acting as a validation table: if the value in Nexonia isn’t valid in NetSuite, then it would be rendered Inactive once Nexonia is synced with NetSuite. If Nexonia tries to export an expense with an invalid dimension value, then an export error will occur.

Can I add customers or projects in Nexonia?

No - any changes to any integrated dimensions and values would be done on NetSuite, then once Nexonia syncs that value will be updated in Nexonia. For example, you would add new customers, employees, or projects in NetSuite, and that value will be integrated into Nexonia via the sync.

What if I use Timesheets and Expenses, but reimburse employee expenses via Accounts Payable as Vendors? (rare)

We can support that. Timesheets requires an NetSuite employee value. If your employees are using timesheets and their expenses are being reimbursed via Vendor Bills, we would need to:

• Integrate their Nexonia user profile from an employee record
• For expenses, we would add the NetSuite Vendor dimension at the report level in Nexonia to identify the vendor needed to create the Vendor Bill.

You can set the user’s default vendor in Nexonia and make the field read only for the user group.

How will I know if my configuration synchronization or export fails?

All syncs and exports are logged on Nexonia. If a failure occurs, the administrator will be able to see the error message, which will give details on what item failed and why. Administrators can troubleshoot the error themselves, they can look for a solution in the Nexonia online Help Center, or contact Nexonia’s Support Desk for additional help if needed.

 Administrators can also be automatically sent an e-mail notification in the event of a sync or export error.

What if I need to fix an expense item in NetSuite after it was exported?

Best practices is for the entire approval process to occur in Nexonia, as any changes made to exported items in NetSuite are not reflected in Nexonia. However, if you have an exported item that needed a correction, an administrator would be able to correct the item in Nexonia and re-export it. You will need to delete the erroneous item from NetSuite first, otherwise you may create a duplicate expense item.

You can also manually update each record individually: in Nexonia and in Netsuite.

What if I need to fix a timesheet entry in NetSuite after it was exported?

Best practice is for the entire approval process to occur in Nexonia, as any changes made to exported items in NetSuite are not reflected in Nexonia.

However, if you have an exported item that needed a correction, an administrator would be able to correct the item in Nexonia and re-export it. You will need to delete the entire timesheet for that period if your NetSuite configuration doesn’t permit duplicates.

You can also manually update each record individually: in Nexonia and in Netsuite.

Intacct Best Practices

Emburse Nexonia integrates with Sage Intacct via a web-services API. This automates many of your setup, maintenance, and transactional postings. With this in mind, we have put together a few best practices to get the most out of your Nexonia and  Sage Intacct integration:

1. Keep your Nexonia configuration up to date.

Inbound syncs can be scheduled to run any day of the week to refresh your Nexonia account with any updates made within Intacct or can be run manually at any time.

Click here to learn more about syncing Nexonia with Intacct, and click here to learn how to export expense reports. 

2. Set an Export Schedule

Determine your export schedule for posting approved data from Nexonia to Intacct. Exports can be triggered on demand or scheduled. Automated exports may be scheduled weekly, multiple times per week, or even hourly depending on your accounting practices. In the Send Errors To field, enter an email address for notifications if there are any issues in posting that you need to address.

For more information on error messaging, review the articles linked below:

• Viewing Export Error Messages
• Understanding Intacct Expense Data Integration Error Messages

3. Review Failures

Review failures for any items that have not been posted successfully. Each export batch will include a success or failure status. A failed export may be an indicator that your Nexonia and Intacct configuration may need some fine-tuning.

4. Configure Intacct Integration

Nexonia offers multiple configuration settings to support your Intacct accounting needs. Ensure your filters are set to import any required dimensions and keep your account maintenance healthy. Good data in, good data out.

Intacct Review Failures Window

To streamline processing time with your Intacct integration, and reduce export failure rates, Nexonia has made updates to our Review Failures pop-up window. Rather than reviewing a long queue of error messages, admins now only have one consolidated message to review for each failed export. 

Note: At the moment, the Review Failures window is only available for Expense Report exports. 

1. Navigate to the Intacct integration page, and click the Expense Reports tab. 

2. After an automated or manual sync, click the Review Failures button. 

3. Review the listed expense reports for errors, then click either the Export Again or Mark as Exported buttons. 

This article lists common error messages which may be returned from Intacct when exporting Nexonia timesheet data to the Intacct Time & Expenses modules.

In Nexonia, view these error messages from Intacct* > Timesheets > choose the Integration from the drop-down menu if you have more than one > in the Message column on the right, click "Failure" or "Partial Success" from the most recent integration log entry. 

*May be labelled differently in your configuration

Timesheet Export Errors:

Error: Intacct Message: A task is required. Could not create Timesheet record!

Reason:

This error tells us that a task is not assigned to the time entry.

Solution:

Try to create the same timesheet entry manually in Intacct - this can help you see if the tasks is available for that employee or project.

• Ensure that tasks are assigned if tasks are being assigned to employees/projects in Intacct
• Ensure that the task is present and active in the Nexonia Timesheet.

Error: Intacct Message: The Project '#####' does not exist or the employee 'XXXXXX'
is not assigned to this project.
Could not create Timesheet record!

Reason:

This error tells us that a project is not available for this time entry.

Solution:

Try to create the same timesheet entry manually in Intacct - this can help you see if the project is available for that employee.

• Ensure that project exists and has an "Active" status in Intacct.
• Ensure that the project is available for the employee to use in a timesheet.  

Error: Intacct Message: The Project 'P001' has a project status that prevents Timesheet submittal.
Could not create Timesheet record!

Reason:

The project in Intacct has a status which is not allowing time to be coded against it. It is likely closed or suspended.

Solution: 

Either update the project status in Intacct, or change the project selected in the Nexonia Timesheet to transfer the entry over. 

Error: Intacct Message: The timesheet begin date must be on a week start day.
Could not create Timesheet record!

Reason:

The Timesheet start of week in the integration settings must match the start of week day in Intacct. 

Example: If the timesheet in Intacct starts on a Monday, ensure that the day under Integration Setup>Edit Parameters>Timesheets>Start of Week is also set to Monday.

Link: How to Change the Start of Week Day for Timesheets

If you have a bi-weekly time period setting in the integration, ensure that the date selected still falls on a day which matched the start of week day in Intacct.

The following is an overview of how Nexonia and Intacct integrate. For any assistance on configuring your Intacct account, please contact your Intacct representative.

Nexonia integrates with Intacct via Web Services. The Web Services API allows Nexonia to use Intacct as a source of record/validation table - Intacct dimensions and values are integrated into Nexonia and can be used in Nexonia for coding of expenses, timesheets and workflow.

Nexonia’s integration with Intacct supports export of fully approved expense items and timesheets into Intacct.

The integration may be triggered by an automated daily sync, or on-demand.

Nexonia Integration: Imported Data

Nexonia can integrate with the standard Intacct Dimensions:

• Customers
• Projects
• Employees
• Vendors
• Departments
• Locations
• Classes
• Items

There are a number of other Intacct values we can integrate with. Some of the most common:

Projects: project managers, project types, project resourcing and task resourcing

Expenses: expense types, payment types

Timesheets: project tasks, time types (as tasks)

Employees: supervisors, defaults for department, location, class

Billables: billable flag, expense types and tasks in Intacct can be linked to Items to support billable expenses and time entries.

User Defined Dimensions (UDD) can be integrated with Nexonia Expenses.

Advanced Field Mapping can be used with Expenses to map Nexonia values to Intacct fields, such as mapping the credit card merchant for a transaction to a Paid To field, memo field, or custom field.

Nexonia integrates with single entity and multi-entity environments, as well as offering multi-currency support.

Supported Intacct Modules

Time & Expenses - Optional

The Time & Expense module in Intacct is available for integration with Nexonia Expenses or Timesheets. For expenses, this is the module where Expense Types are created with associated general ledger accounts and integrated with Nexonia. Nexonia can export expense reports to this module as Staff Expenses, and timesheet are exported as Staff Timesheets. We can generate the Nexonia user records based on the Employee records, from Intacct. We can also generate Tasks and Task resources. 

Nexonia can integrate with the Intacct project module. This allows us to integrate the customer and project hierarchy, project tasks, project and task resourcing, and project managers.

If you aren't using the Projects module, we can still integrate the Customer and Project dimensions to Nexonia as fields for expenses or timesheets.

Accounts Payable - Optional

Nexonia can export expenses as vendor bills in Intacct's Accounts Payable module. Vendor bills can be created based on employee paid expenses if the employee has been created as an Intacct vendor. We can also export company paid credit card transactions as a bill and associate them with the credit card vendor.

Cash Management - Optional

Company paid credit card transactions can be exported from Nexonia expense reports as charge card transactions.

Integrated Exports to Intacct: Employee Paid Expenses

Time & Expenses - Staff Expenses

Employee paid expenses can be exported from Nexonia to Intacct as Staff Expenses. We would need the Nexonia user being reimbursed to have an employee record in Intacct. A PDF of the expense report and the associated receipts can be exported from Nexonia to Intacct as an attachment.

Accounts Payable - Vendor Bill

Employee paid expenses can be exported from Nexonia to Intacct as a Vendor Bill. We would need the Nexonia user being reimbursed to have a vendor record in Intacct. Expense categories would be created in Nexonia and mapped to the Intacct chart of accounts. A PDF of the expense report and the associated receipts can be exported from Nexonia to Intacct as an attachment.

Integrated Exports to Intacct: Company Paid Expenses (Credit Cards)

Accounts Payable - Vendor Bill

Company paid credit card expenses can be exported from Nexonia to Intacct as a Vendor Bill associated with the credit card vendor. A PDF of the expense report and the associated receipts can be exported from Nexonia to Intacct as an attachment.

Cash Management - Charge-Card Transaction 

Company paid credit card expenses can be exported from Nexonia to Intacct as a Charge-Card Transaction in the Cash Management module. The linked receipt image for the expense can also be exported from Nexonia to Intacct as an attachment.

Journal Entry

Employee paid reimbursable expenses and company paid credit card expenses can be exported from Nexonia to Intacct as a Journal Entry.

Integrated Exports to Intacct: Timesheets

Time & Expenses - Staff Timesheets

Nexonia timesheets will be exported to Intacct as Timesheets in the Time & Expense module.

Additional Integrations

PDF Export

Nexonia can export a PDF of an expense report into Intacct where it can be linked as an attachment at the Expense Report or Bill level.

Additional Exports (such as Bill.com)

Nexonia allows for additional exports, either of a .csv file based on a reporting template, or via web services with such sites such as Bill.com. Exports can apply filtering for what should be included or not in the export file.

Payment Status

Nexonia can import the Payment Status from Intacct for any exported expenses. Once payment has been issued in Intacct, we can import the payment status back into Nexonia via the sync, with an option to notify the employee of the details.

Implementation: Things To Consider Before You Start

The Intacct environment should be configured to the point where you are able to create and successfully post an Expense Report and/or Vendor bill in your Intacct environment for Expenses, and create and successfully save a Staff Timesheet for the Timesheet module.

If you cannot successfully perform a function manually when logged into Intacct, then Nexonia will not be able to do so through the web services API.

For example, if you can’t choose Departments when you try to create an Expense Report in Intacct, then we wouldn’t be able to use “Departments” as part of the integration in Nexonia.

You don’t have to have all your employees, expense types, projects or tasks created in order to do the initial synchronization. Some initial values will be enough to get started and configure the account. New values will be brought in later via the integration.

Implementation: Requirements for Expenses

Prior to integrating Nexonia Expenses with your Intacct Environment the following requirements must be in place:

1. Any employees who will be using Nexonia need to be created in Intacct as either an Employee (when using T&E Staff Expenses) or as a Vendor (when sending expense reports to Intacct’s Accounts Payable module).
• The record needs to at minimum include the first name, last name, and the email address for that user to be integrated with Nexonia.
• If integrating Vendors as users, Nexonia will filter which Vendors should be integrated. Create a Custom Field in Intacct on the Vendor and Nexonia can filter using the Field ID. Filtering is also an option for the Employee records.
2. Nexonia’s integration will require the credentials of an Intacct User. That user will typically be the customer’s contact who will be leading the setup with Nexonia and should have full Administrator access to that Intacct account.
3. Your Intacct account should be subscribed to Web Services.
4. If integrating with Intacct's Time and Expense module, have your Expense Types created. The module should be active and configured to the point where you can create and save an expense report.

Implementation: Requirements for Timesheets

Prior to integrating Nexonia Timesheets with your Intacct Environment the following minimum requirements must be in place:

1. Intacct’s Time and Expense module needs to be active and configured to the point you can create and save a timesheet.
2. Nexonia will create user accounts based on employee records. Any employee who will be creating a timesheet will need to be created in Intacct as an employee. The employee needs to at minimum include a first name, last name, and email address as part of the contact info.
• Note: if you only want select employee records to be imported to Nexonia as users, you can use an Intacct custom field to identify which records should be filtered.
3. Nexonia’s integration will require the credentials of an Intacct User. That user will typically be the customer’s contact who will be leading the setup with Nexonia and should have full Administrator access to that Intacct account.
4. Your Intacct account should be subscribed to Web Services.

Implementing a Nexonia Integration with Intacct

A typical implementation of Nexonia will involve the following steps once your Intacct environment is configured:

1. Configure the Nexonia and Intacct Integration in Nexonia;
2. Run the initial Nexonia configuration sync;
3. Configure the Nexonia export to Intacct;
4. Create and export a test transaction;
5. Configure the Nexonia account settings, such as expense policy rules and approval processes.

Commonly Asked Questions

Does someone need to be an Intacct User in order to use Nexonia?

No - we would need the person to be set up as either an Employee or Vendor in Intacct in order to generate a Nexonia User account for them.

We would need at least one Intacct User with Administrator credentials in order to integrate Nexonia and Intacct. This allows us to have the permission to integrate via web services.

Will Nexonia bring in all my Employees and Vendors?

It doesn’t have to be all or nothing - by default, we will bring in all the values for an Intacct dimension, but we can also filter which values should be imported. For Employee and Vendors, we can use an Intacct custom field on the dimension to support filtering. If that custom field is checked off on the dimension, and we’re filtering for that Field ID, that can filter whether that value is imported into Nexonia or not.

What if I delete or deactivate an Employee in Intacct?

Once Nexonia syncs with Intacct, if the employee record is no longer active then the corresponding Nexonia User record will be rendered Inactive as well.

What if I change an Intacct value in Nexonia?

Nexonia’s sync with Intacct doesn’t author new dimension values in Intacct. Intacct is our source of record in the integration, acting as a validation table: if the value in Nexonia isn’t valid in Intacct, then it would be rendered Inactive once Nexonia is synced with Intacct. If Nexonia tries to export an expense with an invalid dimension value, then an export error will occur.

Can I add customers or projects in Nexonia?

No - any changes to any integrated dimensions and values would be done on Intacct, then once Nexonia syncs that value will be updated in Nexonia. For example, you would add new customers, employees, or projects in Intacct, and that value will be integrated into Nexonia via the sync.

What if I use Timesheets and Expenses, but reimburse employee expenses via Accounts Payable as Vendors?

We can support that. Timesheets requires an Intacct employee value. If your employees are using timesheets and their expenses are being reimbursed via Vendor Bills, we would need to:

• Integrate their Nexonia user profile from an employee record
• For expenses, we would add the Intacct Vendor dimension at the report level in Nexonia to identify the vendor needed to create the Vendor Bill.

You can set the user’s default vendor in Nexonia and make the field read only for the user group.

We want to use Intacct’s Cash Management module for credit card charges, but it doesn't capture billable details. How can we solve this and still use Cash Management?

Nexonia can work around this limitation by exporting a Card Transaction simultaneously as a Charge Card Transaction and Time & Expense item with a non-reimbursable payment type. This means the Card Transaction can be used in T&E for billing and also use the Cash Management module for credit card reconciliation.

How will I know if my configuration synchronization or export fails?

All syncs and exports are logged on Nexonia. If a failure occurs, the administrator will be able to see the error message, which will give details on what item failed and why. Administrators can troubleshoot the error themselves, they can look for a solution in the Nexonia online Help Center, or contact Nexonia’s Support Desk for additional help if needed.

 Administrators can also be automatically sent an e-mail notification in the event of a sync or export error.

What if I need to fix an expense item in Intacct after it was exported?

Best practices is for the entire approval process to occur in Nexonia, as any changes made to exported items in Intacct are not reflected in Nexonia. However, if you have an exported item that needed a correction, an administrator would be able to correct the item in Nexonia to match any correction made in Intacct.

If it was a large number of changes to a report are being made, the administrator may make the changes in Nexonia, roll back the export status on the expense report and re-export it. You will need to delete the erroneous item from Intacct first, otherwise you may create a duplicate expense item.

What if I need to fix a timesheet entry in Intacct after it was exported?

Best practice is for the entire approval process to occur in Nexonia, as any changes made to exported items in Intacct are not reflected in Nexonia.

However, if you have an exported time entry that needed a correction, an administrator would be able to correct the time entry in Nexonia to match any correction made in Intacct.

If it was a large number of changes being made, the administrator may make the changes in Nexonia, roll back the timesheet back to draft status, re-submit it through the approvals process and re-export it. You will need to delete the erroneous item from Intacct first, otherwise you may create a duplicate time entry. 

Sign-in information is incorrect  /  "Invalid session..." (followed by a string of characters)

These error messages mean that the Intacct credentials that Nexonia uses to connect to Intacct could not be validated, so Nexonia could not connect to Intacct to run the Configuration Sync.

If the Intacct Administrator username and/or password have changed recently, that is likely the cause.

In Nexonia, please navigate to Intacct* > Integration Setup > Edit Parameters, and ensure that the Company ID, User ID and User Password are correct and match the Intacct Administrator credentials as entered on the Intacct login form.

You can then initiate a configuration sync from Intacct* > Configuration Sync > Synchronize Now.

Invalid session : This user is in INACTIVE state

This error message means that the Intacct administrator account associated with the login credentials that Nexonia uses to connect to Intacct is no longer active, so Nexonia could not connect to Intacct to run the Configuration Sync.

In Nexonia, please navigate to Intacct* > Integration Setup > Edit Parameters, and ensure that the Company ID, User ID and User Password are correct and match the credentials of an active Intacct Administrator.

If the Intacct administrator has recently been made inactive, they should either be re-activated in Intacct, or the Intacct login credentials stored in Nexonia should be updated to match those of an active Intacct Administrator. 

You can then initiate a configuration sync from Intacct* > Configuration Sync > Synchronize Now. 

Invalid session : This user is in LOCKEDOUT state

This error message means that the Intacct administrator account associated with the login credentials that Nexonia uses to connect to Intacct is locked out from the Intacct side, so Nexonia could not connect to Intacct to run the Configuration Sync.

This is likely the result of repeated login attempts with invalid credentials, either by the automated Nexonia integration, or directly on the Intacct login form by the Intacct administrator. 

The administrator's Intacct access can be restored directly from the Intacct login form by attempting to log in and then following the prompts. 

If the login credentials are changed, please update them in Nexonia by navigating to Intacct* > Integration Setup > Edit Parameters, and ensuring that the Company ID, User ID and User Password are correct and match the credentials of an active Intacct Administrator who is not currently locked out.

You can then initiate a configuration sync from Intacct* > Configuration Sync > Synchronize Now. 

No permission for API operation 'READ' on objects of type <object name>

Nexonia uses a set of Intacct login credentials to connect to Intacct. This error message usually means that the Intacct Administrator to whom those credentials belong does not have the necessary permissions in Intacct to access an object that is part of the configuration sync.

The object name will appear in the error message.

To resolve this, ensure that the Intacct administrator user has the necessary role permissions/subscriptions in Intacct to access the object referenced in the error message. 

UnknownHostException: api.intacct.com

The connection attempt to Intacct failed. In a nutshell, Nexonia called, but Intacct didn't answer. Usually this is a temporary issue and initiating the sync manually from Intacct* > Configuration Sync > Synchronize Now will result in a successful sync. 

There is no harm in re-attempting the configuration sync when you see this error. 

'<user name>' is the user running this synchronization and would be disabled as a result of running this integration. Please make sure that the integration is run manually by a user that's part of the integration.

The synchronization to Intacct will align the Nexonia active user list with the Intacct employees and/or vendors that qualify for integration. This error message means that the logged-in user who has initiated the synchronization was not synchronized from Intacct and/or does not have a matching employee or vendor record in Intacct. 

As a best practice, user creation should take place in Intacct, as employees or vendors. New users will be created during the integration.

To work around this particular error message, either ensure that the user running the integration accurately matches an Intacct employee or user that qualifies for the integration, or navigate to Settings > Users > locate the user > Edit > set "Ignore for Integration: Yes" > Apply. Note that the latter method will result in user account duplication if an Intacct employee or vendor is later created for this user. 

Unexpected error

The configuration sync failed due to a problem on the Nexonia side or received an error message from Intacct that couldn't be interpreted. Please contact help@nexonia.com or submit a request through this portal.

*This label may appear differently in your Nexonia instance.

Unexpected element (uri:"", local:"html"). Expected elements are <{}response>

Typically this is due to a bad request. This is rarely a recurring issue.

To resolve, manually trigger another configuration sync:

Integration > Configuration Sync > Synchronize Now

Please contact help@nexonia.com or submit a request through this portal if the issue is not resolved via a manual sync attempt.

SSLHandshakeException: Remote host closed connection during handshake

Typically this is due to temporary connection issues. This is rarely a recurring issue.

To resolve, manually trigger another configuration sync:

Integration > Configuration Sync > Synchronize Now

Please contact help@nexonia.com or submit a request through this portal if the issue is not resolved via a manual sync attempt.

There are too many operations running for this company.

This error means that Intacct was busy or had too many concurrent operations running and had to stop the sync.

To resolve, manually trigger another configuration sync:

Integration > Configuration Sync > Synchronize Now

Please contact help@nexonia.com or submit a request through this portal if the issue is not resolved via a manual sync attempt.

This article lists common error messages which may be returned from Intacct when exporting Nexonia company card transaction expense data to the Intacct Cash Management module.

In Nexonia, view these error messages from Intacct* > Integration Setup > Expense Reports > [Choose the Integration from the drop-down menu if you have more than one] > [In the Message column on the right, click "Failure" or "Partial Success" from the most recent integration log entry]. 

1967: 1967(13): source 'COMPANY CARD' is not exported 

The company credit card used on expense report 1967 belongs to comes from a transaction import source that is not enabled for export to Intacct Cash Management. 

To resolve this error:

1. In Nexonia, go to Intacct* > Integration Setup > Edit Parameters > Cash Management
2. Locate the transaction source name and change "Not Exported" to "Exported". 
3. Scroll down and locate the "Charge Card" field for all cards that come from this transaction source. 
4. Populate those fields with the Charge Card Account ID from Intacct Cash Management. 
5. Initiate the data integration again from within Nexonia at Intacct* > Expense Reports > [choose the Cash Management if you have more than one] > Transfer Now.

6666(33): card 'User Name, Cardholder Name XXXX********9999' doesn't have an Intacct Charge Card ID

The company credit card used on expense report #6666 item #33 comes from a transaction import source that is enabled for export to Intacct Cash Management, but this particular card is not mapped to an Intacct Cash Management "Charge Card Account". 

To resolve this error:

1. In Nexonia, go to Intacct* > Integration Setup > Edit Parameters > Cash Management
2. Scroll down and locate the "Charge Card" field for the card referenced in the error message. 
3. Populate that field with the Charge Card Account ID from Intacct Cash Management. 
4. Initiate the data integration again from within Nexonia at Intacct* > Expense Reports > [Choose the Cash Management option if you have more than one] > Transfer Now. 

4242: Intacct Message: Your transaction date (MM/dd/yyyy) is within a period that's been closed. You can add, modify, or delete a transaction only if the date of that transaction is within a period that's open.Enter a date that occurs on or after the date of the relevant entity, listed below. Note that different entities may have different dates: ENTITYID--Entity Name ( MM/dd/yyyy )

The accounting period into which the card transaction from report #4242 falls is closed in Intacct. The transaction date at the start of the error message is earlier than the start date of the oldest open accounting period shown at the end of the error message. 

Intacct Cash Management transactions do not have separate posting and transaction dates; the transaction date is the posting date. 

To resolve this error: 

• In Intacct, re-open this accounting period for the entity mentioned in the error message

    OR

• In Nexonia, set an export override for the transaction date. The transaction date itself will be changed to allow Intacct to accept the transaction (a Cash Management transaction has no separate posting date). Consider the implications of this step for your reconcilation process

1. Navigate to Intacct* > Integration Setup > Configuration Data > Edit Parameters > Cash Management
2. Set "Open Periods Only: Yes"
3. In the field "Period Close Date Override", enter a date that is after the start date of the oldest opening accounting period in the Intacct Entity. Exported tanasction dates that fall before this date will be exported to this date. The dates will not be changed in Nexonia. 
4. Click "OK"

The credit card 'card name' is invalid.
Currently, we can't create the transaction.
The entire transaction in this operation has been rolled back due to an error.

The charge card in Intacct likely has a an expiration date set in the past which is invalidating the card. To correct this you will have to edit the expiration date in the Intacct platform for the charge card.

1. Log in to your Intacct platform. Ensure that you have the access permissions necessary to edit charge cards in Intacct.
2. Navigate to Applications > Cash Management > Set up > Credit Card > [Click "Edit" next to the charge card ID which is producing the error in Nexonia] > Under "Credit Card details" you will see the field "Expiration"] > [Update this field with a date in the future] > Save
3. In Nexonia, attempt another export by navigating to Intacct* > Expense Reports > [Choose the Cash Management option if you have more than one] > Transfer Now. 
4. The transfer should now be successful.

1037: The credit card '<card name>' doesn't exist. [Support ID: wBBRm%7EX5vOcWENBSR3RRU9SkLyUQAAAA0] Currently, we can't create the transaction The entire transaction in this operation has been rolled back due to an error.

This means that the card name in the Nexonia Integration does not actually exist in your Intacct environment. You need to update the card names in the Nexonia integration so that they match the card names as they are in Intacct. To do so, in Nexonia,  navigate to:

1. Intacct* > Integration Setup > Configuration Data > Edit Parameters > Cash Management > [For the cards that are stated in the error, edit the names in the text fields to correct them] > OK

2. Attempt triggering another export and the issue should be resolved.

*May be labelled differently in your configuration

The Configuration Synchronization is an integration process that reads setup dimensions (chart of accounts, vendor lists, dimensions etc.) and relationships in Bill.com and updates the Nexonia configuration accordingly. The "Config Sync" does not involve the transfer of any data from system to system, and does not change any settings in either environment. 

 Note: Each Nexonia environment can be linked with a single Bill.com Company

In most Bill.com integrated Nexonia instances, the Config Sync is configured to run automatically each night. You can view or change the scheduling of the automated sync from within Nexonia at Bill.com* > Integration Setup > Configuration Data > Edit Schedule. 

Regardless of the scheduling of the automated sync, a Nexonia administrator can initiate a sync at any time, from within Nexonia at Bill.com* > Configuration Sync > Synchronize Now. 

If you see an error message in the synchronization log, you can review the error and troubleshoot. Once you've resolved the error, you can re-rerun the configuration sync.

If you need further assistance solving an error, please contact help@nexonia.com. 

*May be labelled differently in your configuration

You can connect Nexonia to your Bill.com account to support a web services integration. This integration allows Nexonia to integrate configuration information directly from Bill.com, and export approved expenses directly in to Bill.com as vendor bills. A linked PDF of the expense report and receipts will also be sent.

The integration will automatically integrate the following:

• Expense Types from the Chart of Accounts - used to map expense categories
• Vendor List - used to map users and credit card exports 

Additional dimensions can be integrated to Nexonia as custom fields:

• Departments
• Locations
• Classes
• Customers
• Projects

The configuration sync and exports can be schedule to run automatically on a daily basis, and administrators can also trigger a sync or export on-demand.

 Note: Each Nexonia environment can be linked with a single Bill.com Company

Authenticate Your Connection to Bill.com 

To authenticate your connection to Bill.com, follow these steps:

1. Log in to Nexonia and go to: Bill.com* > Integration Setup > click on the Edit Parameters link.

*May be labelled differently in your integration

2. You'll see the Configuration Sync window appear. Select the Integration Type as "Bill.com". You'll now see the configuration settings appear for Bill.com.  

3. Send errors to: enter the email address of whomever should be alerted if there’s an error with the synchronization, typically the administrator.

4. Under the General tab, enter the following information:

Company Name = your Bill.com company name

User ID/Email = your Bill.com user credential ID (should be Administrator level)

Password = your Bill.com user password

The following fields can also be integrated into Nexonia, depending on whether you're using them in Bill.com as part of the vendor bill layout:

• Synchronize Departments = No, Optional, Required
• Synchronize Locations = No, Optional, Required
• Synchronize Classes = No, Optional, Required
• Synchronize Customers = No, Optional, Required
• Synchronize Projects = No, Optional, Required

5. Click the "OK" button to save your configuration settings.

You can now initiate your first configuration sync with Bill.com, add your users and expense categories, and configure the Bill.com export.

1. Synchronizing the Nexonia Configuration with Bill.com
2. How to Add New Users in Nexonia (Bill.com Integration)
3. How to Create Expense Categories in Nexonia (Bill.com)
4. Integrating an Export to Bill.com

 Note: your dimensions (Customers, Projects, Locations, Departments, Classes) will be integrated as expense item custom fields. They can be found by navigating to Settings > Company > Custom Fields.

You also may be interested in the following articles:

• Mapping Company Paid Credit Cards to Bill.com Vendors
• Creating and Configuring Custom Fields in Nexonia Expenses

Nexonia can be integrated with Bill.com, so that your reimbursable and non-reimbursable expense reports will export to create bills. We can send over all expenses to Bill.com, or filter which ones should be sent to Bill.com, such as only the reimbursable expenses.

 Note: Each Nexonia environment can be linked with a single Bill.com Company

Nexonia would typically be integrated with your accounting software such as QuickBooks, Intacct, NetSuite, Xero as our source of configuration data, and the export would be synced to Bill.com. This article will cover how to integrate your Bill.com account with Nexonia.

If you already have a Bill.com account and are integrated with other accounting software such as QuickBooks, QuickBooks Online, Intacct, etc., be sure to synchronize your data first. Once you have synced your Bill.com account with the most updated information, we can link it with Nexonia.

 Note: a PDF of the expense report will export to Bill.com automatically. There is no additional expense receipt export from Nexonia required.

Integrating Nexonia with Bill.com

Before you start the Bill.com integration, you'll want to do the following:

• Have Administrator level login credentials for Bill.com
• If Bill.com is integrated with your accounting software, you'll want to ensure it's been synchronized recently.

Your first step would be to integrate your Nexonia account with your accounting platform. These instructions assume this has already been done. 

To confirm your integration, navigate to Integration* > Integration Setup > Configuration Data. You'll see your accounting platform under the Integration Type.

*This tab is typically relabelled with the name of your accounting platform or ERP.

Once Nexonia is syncing with your accounting platform, you can set up the Bill.com export:

Go to Integration* > Integration Setup.

Click the Add Data Integration button.

You should see a dialogue window asking you to choose the Data Type - select "Expense".

You'll now see a window for the Data Integration. Configure the following:

Data Integration: Main Tab

Export Number - you can give this export a specific number to more easily identify it when viewing export status for expenses.

Name - name your export (e.g. "Bill.com Export")

Mark reimbursable expenses as paid - if enabled, this will update any expense reports as "Paid" when the export is run.

Send errors to - enter the email address where any error notifications should be sent to.

Active - check this box to enable this export

Scheduling - you can choose whether to turn on the scheduled automated export to Bill.com. To enable it, click the Edit link and check Activate Scheduling

Your scheduling options are:

• Overnight (default) - the default is to send the export Everyday. Unchecking the Everyday box allows you to choose specific days of the week for the export.
• Hourly

Integration Type - choose Bill.com - you should now see two new tabs in this Data Integration, "Filtering" and "Parameters" which you'll need to configure.

View Pending Report - this allows you to preview which expenses will be exported using a report template from the Reporting Module. If you don't have a specific template you want to use, just choose "Detailed Expenses by Month (Approved)".

Data Integration: Filtering Tab

The filtering tab is used if you want to filter which items export to Bill.com. If all expenses will be exported, you can leave this tab as is. If you wish to filter, check off the values to filter here. Some commonly applied filters:

Item Type - allows you to filter reimbursable and non-reimbursable expenses

• Standard and Personal = reimbursable employee expenses
• Company Card Standard/Personal = non-reimbursable credit card expenses

Transaction Source - allows you to filter a specific company credit card feed

Data Integration: Parameters

The Parameters tab is where you will be connecting Nexonia to Bill.com. Starting from the Setup tab:

Under Setup, enter the following:

• Company Name - this will be your Bill.com company name that you want to integrate with.
• User ID/Email - your Bill.com login name.
• Password - your Bill.com password.

Once you've filled in those three values, click the Synchronize button. This will establish the integration between Nexonia and Bill.com. If there's an error, it'll the synchronization will stop and you can click on the Synchronization Failure tab to see what the error message is.

Once the synchronization is successfully run, you should now see 4 tabs under Parameters - Setup, General, Users/Vendors, and Categories/Accounts.

Setup - this is where your Bill.com credentials are saved. If your Bill.com password changes, you'll need to come back here, update the password and rerun the synchronization.

General - this tab manages the information we're entering on the vendor bill in Bill.com.

Value-Added Taxes (VAT)s - if VAT are being written to the bills, switch this to Yes.

Invoice Number - this defines what value we're going to use in the Bill.com invoice number. By default, we enter the Nexonia expense report number as the invoice number. You could modify this with a prefix if needed (e.g. NEX-${report.exportCode} would result in the invoice number NEX-####)

Invoice Description - defines what will be entered as the invoice description. By default, we'll populate the name of the expense report. 

Multi Currency  - if multi currency is supported in Bill.com, you can switch this to Yes. If not, leave at the default No.

Currency - if multi currency is "No", then you will see this currency field. This defines which currency you want to use for the Bill.com export.

Send Billable Flag - if expenses are being tracked as billable, setting this to Yes will send the billable flag as part of the line item. 

Invoice Date, Posting Date, Due Date - by default, the Export Date will populate these dates in Bill.com. You can adjust the values accordingly if you want to use the Report Creation Date, the date of the oldest expense item or date of the newest item. 

Company Paid Cards - if you intend to send company paid card transaction to Bill.com, turn this setting to Yes. It'll add a Company Paid Cards tab to the parameters.

Non-Credit Card Company Paid Expenses (rarely used) - if you have non-credit card expenses that are managed as "Company Paid", this setting will need to be enabled for the export.

Export Approval Status (rarely used) - this setting is rarely used as exported expenses will be moving through any approval processes set in Bill.com if one has been set. 

Data Integration: Users/Vendors

The Users/Vendors tab is where you will can map Nexonia users to their Bill.com Vendor values. This will need to be done for any employees whose reimbursable expenses will be exported to Bill.com. The list of vendors seen here will be integrated from Bill.com and any new vendors you add to Bill.com will push an update to the Nexonia list of vendors.

If a user has been newly created and is not mapped to a Vendor, or a user was linked to a Vendor that has since been made inactive in Bill.com, their expenses will not export to Bill.com

To map a Nexonia user profile to a Bill.com vendor, from the Users/Vendors tab, choose the appropriate Bill.com vendor for each Nexonia user in the list. 

Data Integration: Categories/Accounts

The Categories/Accounts tab is where Nexonia expense categories will be mapped to the Bill.com accounts.

To export expense data to Bill.com, the Nexonia expense categories must first be associated with accounts from Bill.com.

If an expense category has been newly created and is not mapped to an account, or an expense category was linked to an account that has since been made inactive in Bill.com, expenses that are created using that category will not be exported to Bill.com. 

To map a Nexonia expense categories to Bill.com accounts, from the Users/Vendors tab:

To map all Nexonia expense categories to the same Bill.com account, select "Split Account: No" and choose the Bill.com account from the drop-down menu. 

To map each Nexonia expense category to separate Bill.com accounts, select "Split Account: Yes" - you'll see a list of your Nexonia expense categories with the integrated list of Bill.com accounts on the right. Choose the Bill.com account from the drop-down menu for each Nexonia expense category. 

If you don't see the Bill.com account in the drop-down menu on the Categories/Accounts page but you know it is active in Bill.com, click Setup > Synchronize to update the list with the currently available accounts from Bill.com. 

If that's all the tabs you have available, click the OK button to save the settings and close the window.

Data Integrations: Company Paid Cards (if applicable)

The Company Paid Cards tab is where your Nexonia integrated corporate credit cards will be mapped to the Bill.com vendors. This tab only appears if you enabled Company Paid Cards under the Parameters > General tab.

When you navigate to the Company Paid Cards tab, you should see a list of the corporate cards you've integrated in Nexonia. Each row represent a specific Nexonia credit card feed. On the right will be the integrated list of Bill.com vendors.

For each row, choose the vendor you would like to export to, from the drop-down menu. Afterwards, click OK to save the settings and close the window.

Running the Bill.com Export

Once you've configured the Bill.com integration, your Bill.com export should now be active.

To view the export log or to run the export manually, navigate to Integration* > Expense Reports. 

*This tab is typically relabelled with the name of your accounting platform or ERP.

The Bill.com export will be found under "Expense Reports". If you have more than one expense export, you'll find Bill.com in the Integration dropdown menu. You'll be able to view any export logs or click Transfer Now to export approved expenses to Bill.com

The Configuration Synchronization is an integration process that reads setup dimensions (chart of accounts, vendor lists, dimensions etc.) and relationships in Xero and updates the Nexonia configuration accordingly. The "Config Sync" does not involve the transfer of any data from system to system, and does not change any settings in either environment. 

 Note: Each Nexonia environment can be linked with a single Xero Company

In most Xero integrated Nexonia instances, the Config Sync is configured to run automatically each night. You can view or change the scheduling of the automated sync from within Nexonia at Xero* > Integration Setup > Configuration Data > Edit Schedule. 

Regardless of the scheduling of the automated sync, a Nexonia administrator can initiate a sync at any time, from within Nexonia at Xero* > Configuration Sync > Synchronize Now. 

If you see an error message in the synchronization log and need further assistance, please contact help@nexonia.com. 

*May be labelled differently in your configuration

Approvals are found in Nexonia under Settings > Users > Approvals.

In Nexonia, an approval process is a step-based construct that determines the flow that an entry will take from the point of submission to full approval by the customer's organization. Approval processes can be a single step, or multiple-step based on a combination of criteria.

Approval processes are linked to the role of the user. An organization can have multiple approval processes defined but each role can have only a single approval process assigned to it at any time.

When a Nexonia profile is created, it has a default approval process labelled “Manager” which will send the submitted expenses one step up the reporting hierarchy, based on the Manager value in the user’s record.

We’ll explain how approval processes are set below, but also provide an example of setting up a simple 2-step approval process and setting a rule to route expenses for a specific submitter

Approval Terminology

Author – the Nexonia user that created the entry. Note, if an administrator or proxy creates an entry on behalf of user A, user A is considered the entry's author. However, if such a user submits on behalf of user A, that user is considered the submitting user.

Assignee – the Nexonia user with whom the entry currently sits for approval

Entry – a Nexonia expense item, expense report, timesheet, time off request, A/P bill item, A/P bill, purchase order item or purchase order. Please note that Timesheets and Time Off submissions are also referred to as 'entries' in a related but more specific context.

When a Nexonia account is created, it’s created with a default approval process called “Manager”:

Here we see a step called “Manager”.

The “Assigned To” section directs who an expense would be directed to at this step – this process we see is sending the expense up the hierarchy, one level above the Author (user).

Approval Settings

Step – the name of this step of the approval process

Assigned To - when an entry reaches this step in the approval process, the Nexonia user specified in this section – either explicitly or implicitly - becomes the current assignee unless a bypass condition is satisfied. The two most common assignment levels use either a Relative Level (using a hierarchy) or Fixed User (using a specific user for assignment). 

• Relative Level– relative positioning is determined by the organization’s user hierarchy (viewable at Setup > Users > Hierarchy)

A user becomes the current assignee if they are n (where n >= 0) positions above the reference user (specified in the far-right drop down) in the reference user's hierarchy path. When n = 0, the user in the drop down becomes the current assignee. So, if it should go 1 level above the author, then n=1. If it should go 2 levels, then n=2, and so forth.

Author is the most commonly used value here. This drop down also has referential values (rather than explicit user names) that are typically defined in one of the following locations, typically used with a n = 0 value as these are usually treated as absolute values:

• the Owner field on the Customer record
• the Manager field on the Project record (common, used if Project Manager needs to approve project related expenses)
• the Invoicer field on the Project record
• the Finance field on the Project record
• a custom field on the User record

• Absolute Level– absolute positioning is determined by the organization’s user hierarchy at (3). A user becomes the current assignee if they are at position n (n > 0) in the hierarchy path of the reference user (specified in the far-right drop down). Note that if the would-be assignee is at a lower position than the reference user (i.e. their hierarchy number is greater than that of the reference user), the approval step will be bypassed.
• Fixed User– the Nexonia user selected from the drop down becomes the current assignee.

 The following table provides a summary of the settings and options available on the approval process configuration page:

Inserting and Reordering Steps

To insert (and thus, create) a step immediately before an existing step in the approval process, click the Insert link shown in the following image:

To re-position an existing step in the approval process, use the up and down arrows just to the right of the Insert link in the above image.

Editing An Existing Step

To edit the settings for an existing step, begin by,

1. i) Clicking the pencil icon for the approval process to which the step belongs at (1), or
2. ii) Click the process name at (1) -> Edit

Either of the two steps above will make the approval process editable. To edit a step, click the step’s name in the table shown in Figure 1. Once the updates have been made, click Modify at the bottom of the page.

Deleting a step

To delete an existing step from the approval process, ensure the approval process is editable, click the step’s name in the table shown in Figure 1 and click Delete at the bottom of the page.

Approval Bypass Logic:

The approval Bypass field includes a text field called “Others:”. In this field, you can enter conditions. These conditions evaluate as true or false. If the logical statement joining all the conditions evaluates to true, the approval level is skipped. If it evaluates to false, the approval level is not skipped.

This logic can be used to route submitted expense reports based on specific conditions:

• Bypass/Routing Expenses for a Specific Submitter
• Bypass/Routing Expenses by a Nexonia Custom Field value, such as Departments (if configured as a Nexonia custom field) or other custom fields at the item or report level.

You can use the logical AND (&&) and logical OR (||) operators to join conditions, in conjunction with brackets if necessary. You can use an exclamation mark “!” to create an inclusion rather than a bypass.

Some code samples are below, with plain language translation of the code below:

Bypass this step if the full name of the user who submitted the expense report is Jim O’Rourke.

report.user.fullName = "Jim O'Rourke"

This would cause any reports from Jim to skip this step.

Bypass this step unless the full name of the user who submitted the expense report is Olivia Sterling.

!(report.user.fullName = 'Olivia Sterling')

This would cause only reports submitted by Olivia to be affected by this step.

Bypass this step unless the Department on the Expense Item is Engineering ( 400)

!(item.custom['department'] = '400')

This would cause only expenses coded to the Engineering department to be affected by this step.

In this scenario, Department is a custom field in Nexonia, and has an internal ID of “400”. Using the internal ID of the custom field value is advised when using the bypasses. 

Sample Approval Process: Second Approver

A common approval process is to require a second approver on the approval workflow, typically someone in finance who reviews the expense, allowing them to catch any errors prior to export.

Here, we’ll modify the default approval process and add a second step:

1. Click on the Settings icon on the top menu bar.
2. Click the Users > Approval tab.
3. By default, Nexonia creates an approval process called “Manager” – click the Modify icon to modify this process
4. By default, step 1 “Manager” is set to send the submitted items 1 level above the author in the hierarchy.
5. Click the “Add” link to add a second step.
6. Assigned To: check Fixed User, assigned to your specific Nexonia user. Here, we’ve chosen Alice Abell.
7. Set Editable to “Yes” so that our second approver is allowed to edit entries during the approval review.
8. Set a bypass condition “if already approved by the same user”.
9. Click the [Add] button.

Sample Approval Step: Routing For A Specific Submitter

A common approval step is to require an approval routing for a specific submitter. A common example is, if using a hierarchy for approvals, how should the top-level submitters on the hierarchy be routed? This sort of approval step is commonly used for managing executive level reports.

The approval step has two parts:

For the Assigned To:  value, you’ll set a “Fixed User” who will be the approver.

In the Bypass: you’ll be entering a formula in the Others field- this formula’s result will be “Bypass this step if your name is not (User Name).”   The formula is:

 report.user.fullName != “User Name”

Here, we’ll modify an existing approval process and insert a step to route Olivia Sterling’s expenses:

1. Click on the Settings icon on the top menu bar.
2. Click the Users > Approval tab
3. Click the “Modify” icon (pencil) to edit the approval workflow.
4. Click either “Add” link to add a new step or “Insert” to insert this step into the existing process.
5. Assigned To: check Fixed User, assigned to your specific Nexonia user. Here, we’ve chosen Dorothy Chou.
6. In the Bypass field, in the Others field enter your formula:

!(report.user.fullName = 'Olivia Sterling')

7. Click the [Add] button.

 Approval Step routing Olivia's expenses to Dorothy

Roles control the access for a Nexonia user - what modules can they access, what read and edit permission they may have, which approval process should they be routed through. You could also use the role and filter which expense categories a user group “role” would have access to. Each User record requires a Role.

Roles are found under Settings > Users > Roles.

When you create a Nexonia account, it’s created with the default Administrator and User roles. You can modify these roles and create new roles, such as a Manager role with enhanced permission, a Finance User with limited administrative permission or a Reporting role with full reporting permission.

Note: you do not have to create a specific role for approver. The permission to approve expenses is driven by the approval process.

• To modify a role, click on the Modify (pencil) icon to the left of the Role name.
• To create a role, click the Add icon

We’ll go through the settings for roles, and cover some specific role permissions you may want to create.

 Role Configuration

Roles have 4 tabs to them:

1. General: general settings for the role
2. Access Levels: this defines the access permissions for this role
3. Cutoffs: (rarely used) creates lockout periods for this role
4. Approvals: defines the approval routing for this role

General Settings

Role Name:  name of role

Description: description of role

Interface theme: you can link the role to a specific interface theme. This way, you could create different interface themes to reflect specific branding or labels you want for a specific group

Don’t show “Approve” and “Reject” in the approvals report listing: this changes the Approval module for this role so that they don’t see the default Approve or Reject buttons at the Pending Approvals Queue level – this means they can’t do a quick approval, but must open the report and approve or reject from within the report. This would be used if you want to ensure approvers are opening and reviewing the items within the reports

Reassign Approval Enabled: allows users with this role to reassign submitted expenses that are pending their approval to a different approver

Access Levels (Permissions)

The Access Levels tab controls what the system permissions are for this role.

Features controls which modules this role can access and what permission they have. Above, we see the default for the User role.

Permission can be:

• None – no permission
• Edit – this means they can use the module
• Read – this is Read Only permission. This means you can see information but not alter it This can be useful as Read Only information can be pulled into the Reporting tool

In this example, this role can create Expense Reports for themselves, and has Read Only permission to view their subordinates' (users who report to them) expenses.

Under All Users there is an extra permission available: Administration.  This would grant the role Administration rights. THIS SHOULD BE GIVEN SPARINGLY. This permission allows this role to modify items regardless of their status and bypass any policy rules in the system, such as submit blockers.

Note: Approvers only need an Approval: Edit permission to access the Approvals module and approve items assigned to them for approval. The default User role here would work for both expense report submitters and approvers. 

Configuration are administrative permissions, or ones shared with enhanced users, such as a Finance Administrator or Reporting user

Customers & Projects: access to the Customers module – Edit would mean that this role can create new customers and projects

Manager (Project): access to Projects within the Customers module, but only for those projects where the user is listed as the Project Manager within the project

Users: access to the Users tab (Users, Roles, Approval) within the Settings

Company: access to the Company tab (Features, Expenses, Notifications, Financial) within the Settings

HR Data: access to see and edit any User custom fields marked as “HR Data”

Reports: access to the Reporting module. The permissions are:

None: no access to the Reporting module

Run: access to the Reporting module, but can only run existing report templates

Design: access to the Reporting module, and can run reports and design their own reporting templates

Share: access to the Reporting module, can run reports and design their own reporting templates, as well as share reporting templates with other users

Note: this setting controls access to the reporting tool. The data that can be pulled in the reports is controlled by the permissions in the above Features section. So, if this role needs to run reports for everyone’s data, they’d need All Users – Read permission as well.

Integration: access to the Integration module where the export integrations are

None: no access to the Integration module

Read: access to the Integration module, but Read Only permission

Run: access to the Integration module and can run any integrations, such as the export generation

Edit: access to the Integration module and can run any integrations, as well as modify any integration settings

Cards: access to the Cards Gateway, where they can manage credit card programs.

     None: no access to the Cards Gateway. 

     Read: access to the Cards Gateway, where they can view the list of Cards and Card Programs. 

     Edit: access to the Cards gateway, and can re-sync, add, or remove Card Programs.

Can manage ship-tos: not relevant to Expenses, leave at “None”

Sample Role Configurations

Finance Role - this type of role would be able to run reports on any user data for expenses and modify expense policy rules:

Reporting Role - this type of role would be able to run reports on any user data for expenses:

Human Resources Role - this role would be able to modify User records only:

Project Managers - this role would be able to view expenses related to any projects they're assigned to as Project Manager:

Auditor Role - this role would have read-only permission to run or build reports:

Cutoffs (Lockout Periods)

Cutoffs can be configured if you want to prevent the creation of expenses older than a particular period.

Choose the lockout period and when it will be effective. In our example, we've set a rule that expenses can’t be older than 10 business days.

Below is what a user would see if they tried to draft an expense earlier than the cutoff:

Approvals (Routing)

This tab is used to set which approval process items should be submitted through for this role.

If you only have one approval process set, it would be the default. But if you have different approval processes for different modules or groups, you would set the workflow here:

Submission Comment: if you require a comment upon submission of the expense, you can make it optional or required

Approval: which approval process should this role be routed through

Submission Prompt: if you want a message to be displayed to the users before they click “OK” to submit, you can enter that text here. For example: “By submitting this expense report, I acknowledge…”

The following article outlines how to add a project directly in Nexonia.

 If your Nexonia account is integrated with your ERP or accounting platform via web services - Intacct, NetSuite, QuickBooks - your customers and projects must be imported directly from those platforms. Any new customers and projects must be added in your ERP and then synced into Nexonia. Please refer to the following article:

• Synchronizing the Nexonia Configuration with Intacct
• Synchronizing the Nexonia Configuration with NetSuite
• Synchronizing the Nexonia Configuration with QuickBooks Online
• Synchronizing the Nexonia Configuration with QuickBooks Desktop via Web Connector

Adding the Project 

Nexonia's Customer module manages a hierarchy of customers (parent) and projects (child). Depending on your configuration, these values may be repurposed to reflect other reporting dimensions - such as clients and jobs or locations and business units. All Nexonia modules require at least one customer and project to be in place for the users.

Administrator-level role permission is required in order to manage customers and projects.

To start, log in to Nexonia as the Administrator and click on the Customers module in the top menu bar.

Under the Customer tab, scroll to the customer you want to add the project under and click on the link that is the customer's name.

You'll be inside the Customer record now and see a General and a Projects tab. Click the Projects tab. 

To add additional projects, either click the Add button or you can clone an existing active project (clone icon to the left of the project) and modify it.

You'll see a General tab of information to fill in for the project. The following values are commonly used: 

Name (required) = project name

Type (required) = select the project type

Manager (optional) = project manager, can be used in configuring approval workflows and in setting role permissions

Timesheets/Expense Reports = enables the project to be used in the Nexonia modules you subscribe to; must be set to "Yes" in order to enable.

Timesheets/Expense Reports Billable (required) = default billable behaviour for this project in the listed module (i.e. timesheets or expense items):

• Yes = always defaults to billable
• No = always defaults to non-billable
• Overridable = allows the user to change the default in the timesheet entry or expense item

Timesheets/Expense Reports Memos = memo requirement for this project. Defaults to follow the memo requirements for the task or expense category

Regions (required)= must be enabled for at least one Region

Status (required)= Active or Inactive, must be Active to be used

Number (optional) = internal ID for the project, can be used in reporting or exports

Click the Apply button to save and create the project. 

To Edit a Project

From inside the Customer record, click the Projects tab.

Locate the name of the project you wish to edit, and click it.

Click the Edit button, which will open the fields for editing.

Make your updates to the project and click Apply to save your changes.

You also may be interested in:

• How to Filter Users by Project
• To relabel the Customer and Project fields: Managing Your Interface Theme - Logo, Color Scheme and Labels
• Setting a Default Customer and Project for Users
• Configuration Guide to Roles and User Permissions

The following article outlines how to add a new customer and project directly in Nexonia.

 If your Nexonia account is integrated with your ERP or accounting platform via web services - Intacct, NetSuite, QuickBooks - your customers and projects must be imported directly from those platforms. Any new customers and projects must be added in your ERP and then synced into Nexonia. Please refer to the following article:

• Synchronizing the Nexonia Configuration with Intacct
• Synchronizing the Nexonia Configuration with NetSuite
• Synchronizing the Nexonia Configuration with QuickBooks Online
• Synchronizing the Nexonia Configuration with QuickBooks Desktop via Web Connector

1. Adding the Customer 

Nexonia's Customer module manages a hierarchy of customers (parent) and projects (child). Depending on your configuration, these values may be repurposed to reflect other reporting dimensions - such as clients and jobs or locations and business units. All Nexonia modules require at least one customer and project to be in place for the users.

Administrator-level role permission is required in order to manage customers and projects.

To start, log in to Nexonia and click on the Customers module in the top menu bar.

 Under the Customer tab, click the Add button.

You'll see a General tab of information to fill in for the customer. The following values are commonly used:

Company Name (required) = customer name

Type (required) = External or Internal

Status (required)= Active or Inactive, must be Active to be used

Regions (required)= must be enabled for at least one Region

Owner (optional) = customer owner, can be used in configuring approval workflows

Number (optional) = internal ID for the customer, can be used in reporting or exports

All other fields are optional.

Click the Apply button to save and create the customer. 

Now that you've added a customer, you need to add at least one project in order for this customer to be available in Nexonia modules. Note: if you intend to only use customers but not projects, you still need to add a "General" project to the customer in order to use Nexonia.

2. Adding the Project 

After creating the customer, you should be inside the customer record and see a General and a Projects tab. Click the Projects tab to add the project. 

You'll see a General tab of information to fill in for the project. The following values are commonly used: 

Name (required) = project name

Type (required) = select the project type

Manager (optional) = project manager, can be used in configuring approval workflows and in setting role permissions

Timesheets/Expense Reports = enables the project to be used in the Nexonia modules you subscribe to; must be set to "Yes" in order to enable.

Timesheets/Expense Reports Billable (required) = default billable behaviour for this project in the listed module (i.e. timesheets or expense items):

• Yes = always defaults to billable
• No = always defaults to non-billable
• Overridable = allows the user to change the default in the timesheet entry or expense item

Timesheets/Expense Reports Memos = memo requirement for this project. Defaults to follow the memo requirements for the task or expense category

Regions (required)= must be enabled for at least one Region

Status (required)= Active or Inactive, must be Active to be used

Number (optional) = internal ID for the project, can be used in reporting or exports

Click the Apply button to save and create the project. 

To Create Additional Projects

From inside the Customer record, click the Projects tab.

To add additional projects, either click the Add button or you can clone an existing active project (clone icon to the left of the project) and modify it.

To Edit a Project

From inside the Customer record, click the Projects tab.

Locate the name of the project you wish to edit, and click it.

Click the Edit button, which will open the fields for editing.

Make your updates to the project and click Apply to save your changes.

You also may be interested in:

• How to Filter Users by Project
• To relabel the Customer and Project fields: Managing Your Interface Theme - Logo, Color Scheme and Labels
• Setting a Default Customer and Project for Users
• Configuration Guide to Roles and User Permissions

Nexonia uses an Interface Theme to define the look of your Nexonia environment. This interface theme is where your logo and color scheme are configured, as well as labelling for Nexonia values. Each new Nexonia environment will have a default Nexonia interface theme you can modify, and you can also create new interface themes. The interface theme is then linked to the Role of a user - this can allow you to manage multiple interface themes for different users groups, such as different entities.

Note: any changes you make to the interface theme will be visible to anyone with a role linked to that theme. If you want to test an interface configuration, we recommend creating a separate interface theme you can link to your Administrator role.

To edit your Interface Theme:

Logged in as an Administrator, go to Settings > Users > Interface Themes

You can either:

Click the Edit icon next to an existing interface theme; 

Click Add to create a new interface theme; or

Click the Clone icon next to an existing interface theme to make a copy of it and edit that copy.

Either option will take you to where you can edit the theme.

Once you can edit the theme, you'll see the basic information at the top:

Name - name of your interface theme

Description -description for your theme (can be same as name)

Status - Active or Inactive

Below, we'll cover your logo, color scheme and labelling.

Logo

Corporate Logo - this is where you can upload your company's avatar, which will appear in the top right corner of your Nexonia environment on the web. 

To upload the logo: 

Please Note: Companies without a corporate logo will default to the Nexonia logo.

Step 1: Click the Gear icon to open the Company Settings page. Next, open the Users tab and select Interface Themes.

Step 2: Click the Pencil icon to edit the Interface Theme.

Step 3: Next to Organization Square Logo, click Choose File to upload a logo that meets the image requirements.

It won't be applied to the interface until you click the Apply button at the bottom of the interface configuration. Once you do that, you'll see the new logo.

Other settings related to your logo:

URL if image click - this is where you can paste a website address where users should be directed to if they click the logo.  This would typically be your organization's website.

Logo for PDF files - this logo will apply only to PDF copies of the Expense Reports. This should usually be twice the size of your corporate logo. We recommend you scale the logo for the PDF files to around 95px - 120px total, including padding.

Custom Mobile Logo - this logo will be visible on the mobile app along the main menu bar. If left blank, we'll show the default Nexonia logo. The mobile company logo must meet the following requirements:

• It should be in the PNG format.
• The width should be between 124 and 785 pixels.
• The height should be exactly 124 pixels.

To obtain the best results, we recommend:

• Using a white logo, on a transparent background.
• Make the visible part of the logo use up the full height of the image.

Color Scheme

Your color scheme defines the colors used in your Nexonia environment. Color codes are entered as Hex Color Codes, which start with a ‘#’ and 6 alpha-numeric digits (ex. #98C02A). 

For the color scheme, create a color scheme that matches your organization's brand identity and isn’t distracting. There are many image tools online that can help you to identify a main or “primary” color and a complementary color scheme.

The fields in the interface theme related to color are:

Primary color - Primary color used in customer’s brand identity. Avoid yellow if possible.

Secondary color - Secondary color from the customer’s brand identity, a lighter version of the primary color, or a medium grey (#7A7A7A). Avoid red.

Key button background color - Key color should complement or contrast with your primary color, so that it stands out.

Header Footer background color - We recommend using white (code #FFFFFF).

Custom Mobile Color - The color will be visible in many parts of the mobile apps. Since we adopted a light theme, we recommend choosing a color that will make a good contrast with white.             

Once you enter your values, scroll to the bottom of the menu and click Apply. You should see the results on the web immediately. Changes to mobile app themes should appear once the mobile app user syncs the app.

Custom Labels

Below the logo and color scheme options you’ll see some options to customize the labels. The values in the quotation marks are Nexonia’s default names for dimensions or values. You can relabel these to use the terminology for your organization. For example, the “Customer” label could be relabeled “Client” or “Program”; “Project” could be relabeled “Job” or “Fund”.

Note: if dimensions are being integrated from a web-based ERP such as Intacct or NetSuite, the names for those dimensions will be driven from the ERP through the integration.

For Custom Fields, those labels are managed in the Custom Field settings under Settings > Company > Custom Fields.

For some values, you’ll see options for the singular to the left, and plural on the right.

A common one you may want to customize is "Integration" Label, which appears along the top menu bar. The label should be the name of the ERP/Accounting system and/or other integrated system or export.

Some other possible fields for relabelling:

• "Task Category" - for timesheet tasks.
• "Expense Category" - for expense items.
• "Add Expense Item" Label - label for the button in the expense report which users use to create employee-paid expenses. You may prefer "Add Out of Pocket Item" or "Add Reimbursable Expense".
• Expenses "Memo" - for expense items. For example, you may prefer "Business Purpose".
• "Expenses" Label:- label for the Expenses module.
• "Timesheets" Label - label for the Timesheets module

Once you enter your values, scroll to the bottom of the menu and click Apply.

Linking Interface Themes to Roles

The interface theme a Nexonia user sees is based on their role. If your Nexonia environment only has one interface theme, that becomes the default for everyone. If you have multiple interface themes, you can link them in the Role settings.

Roles are found under Settings > Users > Roles.

To modify a role, click on the Modify (pencil) icon to the left of the Role name.

In the role, under the General tab, you'll find the setting Interface Theme. 

Select the interface theme to be used for this role.

Scroll to the bottom and click Apply. Any users with that role will now see the new interface theme the next time they refresh their browser or app, or log in to Nexonia for the first time.

Linking Interface Themes to Users

If necessary, you can link a Nexonia user to a specific interface theme using their User profile. By default, this field defaults to the Role for the interface theme, but you can override that by selecting a specific interface.

Users are found under Settings > Users > Users.

To modify a user profile, click on the Modify (pencil) icon to the left of the user's name.

In the user, under the General tab, you'll find the setting Interface Theme. The default is "Role Default", which means it pulls the interface theme based on this user's role.

Select the interface theme to be used for this user.

Scroll to the bottom and click Apply.