Accounting - Get Started Guide

In order to get the most out of the Accounting page, there are a few quick things you should do before you start using it. This will help automate your reconciliation workflow and save you a lot of time and effort down the road.

Integrations Page

If you use NetSuite, Xero, or QBO as your ERP of choice, navigate to the Integration Settings page in the gear dropdown in the top right corner of the screen. If you do not use one of these three integrations, you can skip this step.

Choose the ERP integration option you use and follow the steps to connect. You can start with either Bank Feeds or Expense Sync and enable the other afterwards, the order does not matter. 
⇾ QuickBooks and Xero customers only need to log in to their accounts using their credentials to connect. 
⇾ NetSuite customers will need to enable some SuiteCloud Settings, install a bundle, and log in using admin credentials. A step-by-step connection walkthrough will appear and show you exactly what to do, and non-technical users will be able to complete this NetSuite connection within 10 minutes.

Once you have connected your ERP, scroll down to the Accounts section underneath your integration and connect each of the available bank accounts that you use in Jeeves. When connecting your accounts, you will be prompted to either connect to an existing GL account in your ERP or create a new one. If you have already been using an account in your ERP to reconcile your Jeeves transactions, select it from the ‘connect an existing GL account’ dropdown. If not, select ‘create a GL account’ and we will create a new GL for that bank account to reconcile against in your ERP after you provide us with the name and GL number you would like us to use.

Once you have enabled both Bank Feeds and Expense Sync for all of your available accounts, you have finished setting up your ERP integration.

Accounting Settings

1. Import your GL Codes, Tax Rates, and Supplier lists

In order to be able to code your transactions with the GL accounts, Tax codes, and Suppliers that correctly match your ERP, we first need to create these lists. If you’ve already connected your ERP via an integration, we import these lists automatically for you.

Navigate to the Accounting rules option in the gear dropdown in the top right corner of the screen. Alternatively, on the Accounting page, navigate to the ‘Configure accounting rules’ button at the top of the page.

In the submenu on the left-hand side of the Accounting page, you'll find three tabs:

⇾ GL Codes 
⇾ Tax Rates 
⇾ ERP Suppliers

Each tab represents a list that you can customise based on what you want available in your Accounting setup. You have two ways to add values to these lists:

1) Import a list: Download our .csv template, fill in your values, and upload the file using the Import button.
2) Add manually: Use the interface to enter values one at a time.

💡 Tip: Make sure the values in these lists match what's in your ERP system. This ensures smoother reconciliation later.

After you’ve added your list values, you can control their visibility. If you don’t want a value to appear in dropdowns, simply toggle it off, it won’t be deleted, just hidden.

2. Review your Mapping

Once all of your Accounting field lists are created, navigate to the ‘Mapping rules’ sub-menu on the left side of the page. This is where you can set up automation rules that streamline how data is filled in on the Accounting page.

There are two main types of mapping options available. The first is the Jeeves Category Mapping, which is designed specifically for Card transactions. In this tab, you can associate the MCC (Merchant Category Codes) of the merchants you transact with to a GL code, and whenever you make a transaction with a merchant that falls within that category of MCC we will automatically fill out that GL code for you on that transaction in the Accounting page.

The second mapping option allows you to create rules based on specific merchants or suppliers. For each one, you can define which GL code, Tax rate, and ERP supplier should be applied. These mappings help fully automate the Accounting tab by pre-filling the correct fields for each vendor or supplier you transact with.

If you haven’t manually created a mapping for a transaction yet, the system will try to automatically apply the appropriate fields (like GL code, Tax rate, or ERP supplier) when you sync or export a transaction marked as ready. This helps reduce the amount of manual setup and maintenance needed.

Customizing the Accounting Page

Before you start reconciling transactions, take a moment to customise the Accounting page to match your workflow. Navigate to the Accounting page and select the Columns button near the top of the page.
This opens a dropdown showing all available columns in the table.

⇾ On the left side of the dropdown, you can drag and reorder the columns to prioritize the information you need.
⇾ On the right side, use the toggles to show or hide columns as needed.

These customizations are unique to your user profile, so customise them to whatever works best for your personal needs. These customizations will also be reflected in any exports that you make, reducing the need to manually format all the exports you make from the Accounting tab.

Now that you’ve finished setting up and customizing your Accounting page to your needs, you’re ready to start coding and reconciling all of your Jeeves transactions!

How to Book your transactions

In order to book a transaction for reconciliation, you must first fill out the required information on the transaction line. Typically, this includes the Supplier and GL Account you’ll be reconciling to.

There are also non-mandatory fields available: Jeeves Category, Tax Code, Department, and Location. You can fill these out as needed. If you’ve created mappings for these fields in your Accounting Settings, they will be filled out automatically.

Some handy features of note on the Accounting page that you can use to get your transaction lines ready include:

• Click and drag the table, or scroll, to the left and right to see all the fields available
• Use the Search in the top right corner next to Book to easily look for Merchants and Amounts
• Use Filters at the top left of the table to refine your displayed transactions, including looking at past Booked transactions
• Use the checkboxes on the left side of the table to bulk select and edit transaction lines, rather than selecting the fields individually within the table

Once the necessary information is entered, you’ll see the “Mark as ready” button on the right-hand side of the table. Clicking this marks the transaction as fully completed and ready for reconciliation.

You can also mark multiple transactions as ready at once using the bulk action toolbar, by selecting the checkboxes on the left-hand side of the table.

After a transaction line is marked as Ready, two new options will appear under the Book button in the top right corner of the page: Sync Ready and Export Ready.

• Sync Ready available to integrated users, this will initiate the sync to your connected ERP, creating the transaction record for you.
• Export Ready available to all users, this option will export all the “Ready” transactions in a .csv file called our Universal Export. It will also change the transaction line status to Booked, indicating that the transaction has been processed and no longer needs to be edited or reconciled.

Note:
The “Export All” and “Export Selected” options (found in the Book button and bulk action toolbar) also export transaction lines into a .csv file, but they do not update the status to Booked and can be used regardless of the transaction’s current status.

A quick summary of the steps needed to get transactions ready for reconciliation:

1. Fill out the line item information fields: these are filled out automatically if you have mappings created in Accounting Settings
2. Mark the filled-out transactions as Ready for reconciliation
3. Choose Sync Ready or Export Ready from the Book button to complete the workflow and mark the transactions as Booked.