The Custom Format allows you to tailor your export into a file that can be uploaded to Procountor as an "Accounting information import file".
We've created this feature to enable you to adjust the data to be compatible with every accounting system, be that Procountor, NetSuite or Navision. Leaving you with a 1-time set up and no more manual file amendments after exporting.
Selecting the Custom format
Click on your name in the bottom left and select Settings
Select Create your own format
Setting up the accounting settings
Procountor allows for "Accounting information imports". You can read more about it here.
Setup a Contra account number for Pleo expenses. We recommend customers to create a new account for Pleo in the chart of accounts.
For example, "1940 - Pleo account".
Setup a Contra account for your Pleo Pocket expenses. This will be the transition account to which the expenses are accounted against until they have been reimbursed.
For example, "2940 - Liabilities to employees".
Choose a Pocket reimbursement account. This will typically be the account from which you send the reimbursement.
For example, "1910 - Bank account".
Last but not least, add Tax codes and rates for VAT reporting.
Now it's time to select your desired file format. Here you should choose Comma-separated valued (CSV), as this is the file format that Procountor expects to receive.
Building your export format with data
Next step is to create your file with the right data. You'll see the columns created as rows, where you should name the columns in line with the column heading and respective data preferences of your accounting system's accepted import format.
You may change data and amount formats by clicking the three little dots next to the data source. Here, you also have the ability to drag and drop different columns into different sequences. Below is an example of how data would appear.
By clicking the blue "Download a file preview" link on the bottom of the page, a preview of the file will be generated so that you may verify the format before exporting your expenses.
Export your data
When you are satisfied with the preview of your file, Export and review your expenses from the Export tab on the main menu.
Then using the Export flow, you will retrieve your expenses in the format that you have just created.
Import into Procountor
When you have the file with exported accounting data ready, open your Procountor account and go to Management -> Import data -> Accounting data import (csv).
Name of Datapoint
Pleo creates a receipt number for each expense and the picture of the receipt will be named after that
Date when transaction gets settled
Date when transaction is made
Pleo account number in the accounting system
Merchant country code
Code that can be added in the Employee’s settings in People -page
Category name that employees choose when purchasing with Pleo
Nominal code from the accounting system, connected to the category name
Note that employee leaves
Tax code from the accounting system
“OK”, “Needs more details” OR “Not Okay” - all can be chosen by the admins or the reviewers
Note if reviewer has chosen “Needs More details” or “Not Okay”
URL which allows you to click and download receipt if logged into Pleo as an admin
Amount after deductions like taxes
Amount before taxes
Can be created in the People > Teams -page
Code can be added to each team
You can bring in tag iD like a project ID that you have in your accounting system
Tag name, that users can select like a project name
Choose a value for each transaction, like the type of transaction