How to set up the custom format for Procountor

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 Accounting
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 out-of-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 contra account for reimbursements. 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.

File Format

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).

Available Datapoints

Name of Datapoint	Explanation
Receipt Number	Pleo creates a receipt number for each expense and the picture of the receipt will be named after that
Settled date	Date when transaction gets settled
Authorised date	Date when transaction is made
Balance	Wallet balance
Settled amount
Settled Currency
Authorised amount
Authorised currency
Contra Account	Pleo account number in the accounting system
Merchant name
Merchant country code
Employee name
Employee code	Code that can be added in the Employee’s settings in People -page
Category name	Category name that employees choose when purchasing with Pleo
Account number	Nominal code from the accounting system, connected to the category name
Note	Note that employee leaves
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	Percentage
Net Amount	Amount after deductions like taxes
Tax Amount
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