When you link your Squirrel Street account to your accounting package, there is a list of export types and settings for you to choose from.  This article explains what these settings mean and how they apply to your workflow. 


1) Posting Location:


The default export determines the type of entry made in your accounting package when receipts are exported. The options you see are based on what is available in your accounting package and supported by their API.


Below are the settings for the accounting packages we support:


Important: the following options are based on system settings, and have not taken your particular business processes into consideration. You should check with your Accountant or Bookkeeper before you decide which export settings to implement.



Xero


XeroExportOptions.png



Purchases/Bills (Draft/Approved/Awaiting Approval): Invoice format, you can have different issue date and payment dates, more flexibility in posting and reconciliations

Spend Money To: directly posts the expense to a bank account, issue and payment dates are the same

Expense Claim to: directly posts an expense claim against an employee or staff member



QuickBooks Online



QBO_Export_Options.png

Purchases/Bills: Invoice format, you can have different issue date and payment dates, more flexibility in posting and reconciliations

Journal Entry: directly posts the expense to a general journey entry format

Expensedirectly posts the expense to a bank account, issue and payment dates are the same



MYOB


- Essentials



General Journal - goes to the Transaction Journal where you can select an account

Bill - goes to the Purchases Register 



- AccountRightLive 


General Journal - goes to the Transaction Journal where you can select an account

Bill/Supplier Invoice - goes to the Purchases Register 

Spend Money - directly posts the expense to a bank account



Saasu



Purchase - is displayed in Purchase Invoices

Expense - is displayed as Money Out (Expense)



Sage One


At the moment, all documents will appear as Supplier Invoices in Sage One.



Handy Tip: 


You can change between settings if you need to export different types of documents into your accounting package. Taking Xero as an example, select Purchases/Bills to export invoices, and selectively export the appropriate documents.  Then go back into settings and select Expense Claim to export an employee's expense receipts, then separately export those. 



2) Optional Settings 


Turn on export in foreign currencies (only available in Xero): Provided these currencies are also enabled in your Xero file, Squirrel Street is able to export in all the currencies it supports, which are these: USD $, AUD $, CAD $, NZD $, MXN $, EUR €, JPY ¥ and GBP £, DKK kr, PLN zł, SEK kr, CHF ₣, HKD $ and SGD $. For other accounting software, Squirrel Street will convert any recorded foreign currency into AUD using European Central Bank exchange rates when it exports.


Due Date (available in all accounting software except for MYOB ARLive): You can now automate adding due dates to receipts exported to your Xero account as Purchases/Bills. Add a default due date to any receipts with a payment type of "other" when you export. The integration can add due dates ranging between 0 - 99 days from the transaction date. See below example:


3) Export schedule:


The second set of settings control when your information is scheduled to export:

Export_schedule.png

Auto export:

We check your account for receipts with Chart of Account categories added to them and automatically export them into your accounting package every 2 hours (on each even hour - 2am, 4am etc).

This is an optimum setting when you have auto-categorisation rules set up, and most of your incoming receipts/invoices are from a small set of vendors. 

You may still trigger an immediate export by going to the Accounting export page and clicking on the Export Now button.


To prevent categorised receipts from being exported, add the 'Do not export' category to receipts to prevent the auto export from picking them up.


Manual export:

The manual export setting gives you full control on when your receipts are exported, so even if you have auto-categorisation rules set up, you have a chance to go into Squirrel Street and check your receipts before clicking on the Export Now button on the Accounting exports page. 


Advanced export:

The advanced export gives you the functionality of both the auto and manual export schedules, with fine-grain control on which receipts are exported automatically. It works best for accounts that have an approvals workflow in Squirrel Street before exporting into your accounting package. 


In the advanced export, we check for receipts ready to be exported every two hours, however, only receipts with both a Chart of Accounts category *AND* the 'Ready to export' category will be picked up in the automatic export process. Receipts need to have both categories in order to be exported immediately via the 'Export now' button as well.

So you can set auto-categorisation rules set up for your regular vendors, but those receipts won't be exported until you go into the Receipts page and add the 'Ready to export' category to those receipts. We implemented this as a result of feedback from customers who have multiple document submitters, and from business owners who have a bookkeeper or accountant adding Chart of Account categories to their receipts, but want to check their receipts before exporting them into the accounting package. The 'Ready to export' category is used to indicate approval as part of the workflow.