The custom format lets you tailor how your Pleo expenses are exported. You can adjust the data to be compatible with the accounting system of your choice (NetSuite, Sage 200c, Navision, etc). The below steps take you through the one-time custom format setup. Once you've got your format customised to your accounting needs, you'll save lots of time by not having to amend the export file every time.

Step 1: Select the custom format

  • Click on your name in the bottom left and select Settings.

  • Click on Accounting.

  • Click on Create your own format:

Step 2: Add in your contra accounts

  • Select a contra account number for your Pleo card expenses. We recommend creating a new account in your chart of accounts, just as you would for a bank account.

  • If Pocket is enabled for your company, select an account for your Pleo Pocket expenses. This will be the transition account to which the expenses are accounted against until they have been reimbursed. Also related to Pocket, select a Pleo Pocket reimbursement account. This will typically be the account from which you send reimbursements to your employees.

Step 3: Add in your tax codes

If your accounting system allows tax codes to be imported, you can add these in as well (for example, Sage utilises tax codes such as T0, T1 and T9):

Step 4: Select your file format

To customise the file format based on your needs, click the button that says Format settings: one line & XLSX. Here you have the option to choose between one line (see the left option below) or multiple lines (see the right option below). You can also choose between exporting Pleo expenses in a .csv or Excel file.

Step 5: Set up data to be exported to your accounting system

The next step is to tell Pleo which data you want to include in your file.

  • Once you know what you need from Pleo, you can type in what you want your column headings to be in the "Name" column and select the respective data in "Data Source." The "Example" column provides visual cue on what the format looks like in the exported file.

    In the "Data Source" column, you can click the three little dots next to the data source to make changes like deleting, selecting the numeric format of the numbers. You can also select multiple data sources if needed. It's also possible to change the position of different columns into different sequences.

    If you need a free text field, you can choose ‘Static value’ from the data source and then click on the three little dots to add the value. For example, writing the bank account name in your accounting system for each expense.

    This video shows you how you can format the data source column:

  • You can find an explanation of each data point in the table at the end of this guide. The data points you choose will likely depend on the accounting system you use.

  • What to see what your export file will look like? Click the Download a file preview button at the bottom of the page.

Step 6: Complete your first Pleo export

You're all done! Great work. Now you can go to the Export page and download your expenses in the format you've just set up.

Definitions of data points in Pleo

Name of Datapoint

Explanation

Receipt Number

Pleo creates a receipt number for each expense. When you download a receipt, the receipt file name will be the same as the receipt number in the table.

Settled date

Date when transaction gets settled

Authorised date

Date when transaction is made

Balance

Wallet balance

Settled amount

When an expense has settled between the payment processor and the merchant and the amount is final

Settled Currency

When an expense has settled between the payments processor and the merchant and the currency is final

Authorised amount

When something has just been purchased and the amount has just been authorised

Authorised currency

The currency of the authorised amount

Contra Account

Pleo account number in the accounting system

Merchant name

The name of the merchant where purchase was made

Merchant country code

Country where the merchant is registered

Employee name

The person who owns the card that the purchase was made with

Employee code

Code that can be added in the Employee’s settings in People page

Category name

Category name that employees choose when reporting expenses in Pleo

Account number

Nominal code from the accounting system, connected to the category name

Note

Note that employee fills in Pleo while reporting expenses

Tax Code

Tax code from the accounting system

Review status

“OK”, “Needs more details” OR “Not Okay” - all can be chosen by the admins or the reviewers

Review Note

Note if reviewer has chosen “Needs More details” or “Not Okay”

Receipt URLs

URL which allows you to click and download receipt if logged into Pleo as an admin

Tax rate

Tax rate percentage

Net Amount

Amount after deductions like taxes

Tax Amount

The amount of tax that is calculated by Pleo based on the tax rate

Gross Amount

Amount before taxes

Team Name

Can be created in the People > Teams page

Team Code

Code can be added to each team

Tag ID

You can bring in tag ID like a project ID that you have in your accounting system

Tag name

Tag name, that users can select like a project name

Static value

Choose a value for each transaction, like the type of transaction

Other important settings

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