iPlicit

Capture Expense integrates with Iplicit to provide a simple way to manage expenses.

Integrating iPlicit with Capture Expense

Note: You must be a system administrator to access this functionality.

Preparing for record Sync / removing existing items in categories and tax records.

Important: We recommend you clear out categories before syncing with Iplicit. There could be potential issues if you sync and there are categories already in Capture Expense with the same name in Iplicit.

1. Go to Setup > Tax Records and use the delete on at the right of the screen to remove records.

2. Repeat the above step for Setup > Categories, OR from the Actions menu, select Export.

   1. If editing the spreadsheet, add a Y to every row in the Delete column.

   2. Save the spreadsheet, then go to Actions > Import, to import and delete the categories.

Connecting to Iplicit

1. Go to Setup > Settings > Integration tab.

2. Select Iplicit.

3. The Iplicit connection details are displayed.

4. Complete the Domain, Username and API Key fields.

   • Contact Iplicit if you need assistance with these details.

5. Once complete, click Save in the right-side action menu.

6. An additional field will be displayed for Legal Entity, complete with your details.

7. Click Save.

XX - need to check once functionality has been turned on ….

Press Record Sync in the right side action menu.

This will sync your Tax Records, Categories (Products), People and Tags: Cost Centre, Projects and Departments.

Note: you can go into each area, e.g. Setup>Tags, and use the Actions dropdown to run individual area syncs if future updates are required.

Additional Set up is Required for Tags:

You will need to associate the Tags to an Expense or to the People records in order for the data to be pulled out in the final export report.

To put a Tag on an Expense:

Go to Setup>Tags. Edit a Tag, e.g. Department, and tick in Allow Edit by Expense

This will allow users to select a Tag, e.g. Department, when they create an Expense.

To put a Tag on the People record:

Go to Setup>Tags. Edit a Tag, e.g. Department, and leave the box  Allow Edit by Expense unticked.

Go to Setup>People Select a User and Edit the record. Scroll down the screen to, e.g. Department, and select from the dropdown. Save

This can also be actioned by using Setup>People>Actions dropdown>Export and updating the spreadsheet - column Tag Codes (Comma separated), Save and Import back into People.

Exporting into iPlicit

Note: You must have a user type of Finance to access this functionality.

1. In the side menu, select Accounting.

2. You can filter the claims by date, credit card, amount etc.

3. Select the claim(s) to be exported.

4. If not already auto-populated, from the Export Format dropdown select the Iplicit.

5. Complete the date and reference, then press Export.

6. A popup box appears with Cancel or Update.

   • Updated transaction will be moved from Accounting into Expenses > Archive.

   • Cancelled transactions will remain in Accounting.

Note: The export may take a few moments as the transaction data, files, and receipts are being collated and sent across.

If an item fails to import into Iplicit, you can update the transaction in question and re-export. Iplicit will check to see if the transaction already exists, create new items if required, or update an existing item.