Set up the Visma e-conomic integration

Overview

The integration supports the following:

• Card expenses, reimbursements, and invoices (not Purchase Orders)
• Syncing the following, every hour:
  • Chart of Accounts - automatic import of values, includes updates to name, default tax rates and status.
  • Tags - Departments (only Ét dimensionslag), and if subscribed to Project module: Cost Types, Projects.
  • Taxes - automatic import of values, includes updates to name, tax rates and status.
  • Vendor - automatic import of values, includes updates to name and status.
• Pre-populates department codes based on team. 
• Choosing bookkeeping method - Journal or Accounts Payable, and attaching a vendor to an expense

Preparation

Create 3 new accounts (type Balance Sheet) in e-conomic for:

• Pleo Balance - track movement in the Pleo company account
• Out of Pocket Expenses - track balance owed to employees
• External reimbursements (optional) - track reimbursements made outside of Pleo

Create 3 new Journals in e-conomic for:

• Card transactions 
• Reimbursements 
• Invoice payments

Connection

1. In Pleo, navigate to Settings
2. Click Accounting, and select:
   1. Visma e-conomic from the available options
   2. Your typeofe-conomic agreement (see below)
3. Click Connect
4. Make sure that agreement number is correct 
5. Click on Add app
6. Once connected, enter the account number and journals created while setting up your accounts in e-conomic.

How to select the right type of e-conomic agreement? 

Option 1 - if you have access as a user on a single agreement. As a user, this should be your default view in e-conomic:

Option 2 - if you have access as an administrator on multiple agreements. As an administrator in e-conomic, you are able to switch between your agreements as shown in this picture:

Configuration

Categories & Taxes

1. In Pleo, go to Settings 
2. Click Accounting 
3. Select Categories 
4. Create categories
5. For every category
   • Add the account numbers 
     Note: Applicable if you are using Invoices - the drop-down for selecting accounts will not show a complete overview during Category setup; instead, type your account number. 
   • Choose a tax code from the dropdown

Tags and Tag groups

Departments (afdelinger) in e-conomic are reflected in Pleo tags.

1. In Pleo, go to Settings
2. Access Accounting 
3. Click on Tags 
4. Navigate to the dimensions section 
5. Select the relevant dimensions which will be set up as Tags on Pleo
6. It takes about 15 minutes for the process to complete in the background

• If the employee makes purchases across different departments

1. Click on Settings
2. Go to Accounting
3. Click on Tags
4. Create a tag group and call it Departments
5. Open up the newly created tag group and click Import in the top right corner

• If the expenses of your employees are always related to the same department

1. Click on People
2. Select Teams
3. Create your departments
4. Enter the right department code underneath Code
   
5. Add the team members

Good to know: 

• Tags are synced multiple times a day.
• You can have a maximum of five active tag-groups (if you have already created 5 tag-groups, you'll need to archive one of them).
• It is not possible to hide certain departments for certain users.

Projects module

If you have Projects module, then both Projects and Cost Types are imported as tag groups into Pleo. Any expense carrying a Project tag will also require Cost Type and vice-versa.

Find out how the projects module in e-conomic works with Pleo.

Advanced options

Expense Rollover

By enabling this feature, any expenses dated within a barred or closed accounting period will be automatically shifted to the next open accounting period at time of export.

1. In Pleo, go to Settings
2. Access Accounting 
3. Under Export Settings, toggle switch Expense Rollover

Vendor Tagging

1. In Pleo, go to Settings
2. Access Accounting 
3. Click Activate Vendor Tagging
4. Select a default vendor from the list
   Note: This vendor will be used automatically if no specific vendor is selected for an expense or invoice.

With Vendor Tagging activated and set up, within an expense detail you can select a vendor under Bookkeeping Method (vendor is mandatory for Accounts Payable only).

Vendor Sync

Vendors are imported from e-conomic into Pleo with the option to create new vendors from Pleo into your Visma e-conomic account. To create new vendors:

1. In Pleo, go to Settings
2. Access Accounting
3. Add the following settings  
   • Supplier Group
   • VAT Zone
   • Payment Terms
     Note: All new vendors will be created using these settings - if you would like to make changes to a vendor information, you can do so within Visma e-conomic.

Good to know: Vendors are synced multiple times a day and reflect any changes made to Vendor Names or Vendor Status.

Export an expense

After setting up the integration, it's important to export an expense to see if the integration is configured correctly.