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How to skip exporting specific expenses from Fyle to QuickBooks Online?
How to skip exporting specific expenses from Fyle to QuickBooks Online?

Step wise guide on setting up conditional rules to skip exporting specific expenses from Fyle to QuickBooks Online.

Gayathiri Sridhar avatar
Written by Gayathiri Sridhar
Updated over a week ago

The Fyle - QuickBooks Online integration is designed to export all reimbursable and corporate card expenses from Fyle to your QuickBooks Online account based on your integration configuration.

However, if any business scenario requires you to skip exporting specific expenses from Fyle to QuickBooks Online, you can do that by configuring rules in the QuickBooks Online integration.

For example, say you maintain the Purchase order and vendor receipts in QuickBooks Online, but the card transaction for the purchase from the vendor is captured as an expense in Fyle; you can skip this expense from getting exported to QuickBooks Online by configuring rules in Integration. This can ensure that the expense data is not duplicated.

How to configure a rule to skip the export of certain expenses from Fyle to QuickBooks Online?

  1. Log in to your Fyle QuickBooks online integration using your Fyle Admin credentials.

  2. Head to Configurations > Advanced settings > Skip export.

  3. Configure a rule to skip the export of expenses by selecting a condition, operator, and value and Save.

4. If you want to set up another rule based on which the expense has to be skipped, please select the Add condition option.

5. An AND or OR operator will logically combine the two conditions set up to skip the export of expenses.

  • You can choose an AND operator when you want both conditions to match for the export of expenses to be skipped. For example, suppose you want to skip exporting the operation class expenses of employee John. In that case, you can set up two conditions in the Integration: one based on the employee id of the user and the second condition based on the class and connect them by an AND operator.

    In the below screenshot, the expense will be skipped from exporting to QuickBooks Online when it is from employee John and is an expense of Class operations.

  • Alternatively, an OR operator can be used if you want any of the two conditions to match to skip the export of expenses.
    For example, in the below screenshots, all expenses of employee John will be skipped from exporting, and any expenses of category flight will also be skipped.

6. Once saved, all expenses that match the selected conditions will be automatically skipped from being exported to QuickBooks Online.

Some points to note:

  • Currently, a condition can be based on the custom fields you created in Fyle: select, date, and text. You can also set up a rule based on the report title, report number, employee email, spend date, etc.

  • You can set up a maximum of two conditions only.

  • When selecting conditions based on text fields, report number, employee email, etc., you can provide an array of values by comma separating each value.

  • Only one value input can be configured for conditions such as the Report title.

How to check for skipped expenses?

Once the rule has been configured, expenses that match the set condition will be skipped from exporting to QuickBooks Online. You can find the list of expenses skipped to export under Export log > Skipped. This would give you details on the report number, employee details, the date when this was skipped, and the type of expense.

Sample business case scenarios where the skip export rule would help.

System Migration

When you are migrating from any other accounting system to QuickBooks Online and have already got all the historic data exported to the previous accounting system, you can set up a rule based on the spend date to ensure that the historical data does not get re-exported to QuickBooks Online when you set up a new Fyle- QuickBooks Online Integration.

For example, say you are migrating from another accounting system to QuickBooks Online on March 1 and have all historical data until March 1 already captured in the old system for records. Setting up the Fyle QuickBooks Online integration by default would export all the expenses that match the configuration, which may have already been recorded in your old system. To avoid duplication, you can set up a spend date-based condition where expenses before March 1 should not be exported to QuickBooks Online.

Manual data entry

Although we recommend exporting expenses via the Integration, say in some cases, if you have already manually entered the expense report data in QuickBooks Online, you can set up a rule based on the report number as the condition to skip the reports that have already been manually entered in QuickBooks Online. This will avoid any duplicate data entry of expenses.

Using other software to reimburse specific kinds of expenses

Yet another case where skipping certain expenses from exporting to QuickBooks Online would be when you use two software to reimburse expenses. For example, you use Payroll software to reimburse a specific category of expenses like travel which helps you show this as proof to the government under the employee benefits scheme. Still, at the same time, you would want all other reimbursable expenses to export to QuickBooks Online.

In such a case, you can set up a condition based on the expense category to skip any expense of the flight category to flow to QuickBooks Online.

If you happen to have similar business scenarios, you can try out our Skip export rule in QuickBooks Online integration to free yourself from the hassle of record duplication. If you need help setting this up, please don't hesitate to contact us at [email protected].

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