Setting up the Twinfield integration

Pre-requisites


User permissions - To set up the integration you need to have "Level 1 Administrator” access


Create Pleo transaction types

You'll need to create 2 new transactions types in Twinfield to track:

  • Pleo transactions
  • Pleo Invoices


To create a new transaction type:

  1. In Twinfield, navigate to Settings
  2. Select Company settings
  3. Click Transactions type
  4. Start creating a new code by entering a relevant code in the text box (for example PLEOTXN and PLEOINVOICE) and click Next
  5. Select the transactions type:
    • Pick Journal to track Pleo transactions
    • Pick Purchase Invoices to track Invoices
  6. Add a Name for the transaction type (for example: All Pleo Transactions and All Pleo invoices)
  7. IMPORTANT: Under Free text field, select allowed for usages in Free text field 1
  8. Under Document imaging
    1. Add a name
    2. IMPORTANT: Add the link: https://app.pleo.io/export/export-item/$FreeText1$
  9. Click Save


Create Pleo accounts

You'll need to create the following accounts to track:

  • Pleo wallet balances
  • Out-of-pocket expenses or employee liabilities
  • Wallet top-ups, Wallet unloads and reimbursements made outside of Pleo (payroll or cash)


To create a new account

  1. Navigate to Financial Professionals
  2. Select Dimensions
  3. Click on Balans
  4. Start creating a new account by entering a relevant code in the text box and click Next
  5. Add a Name for the account (for example: Pleo Wallet, Pleo Out-of-pocket and Pleo Suspense)
  6. Click Save


Setting up the integration


Map relevant tax codes to Pleo


1. Find your tax codes in Twinfield

  1. Navigate to Settings
  2. Select Company Settings
  3. Click on VAT


NOTE: Be sure the tax code set-up in Pleo have Type Purchase assigned to them in Twinfield


2. Enter the same tax code in Pleo

  1. Navigate to Settings
  2. Click Accounting
  3. Enter the tax codes under Tax codes
    • The Code in Twinfield should be mapped to the Code in Pleo
    • The Percentage in Twinfield should be mapped to the Tax rate in Pleo


Set up categories in Pleo

  1. Find categories in Twinfield
    1. Navigate to Financial Professionals
    2. Select Dimensions
    3. Click on Balans
  2. Enter the categories in Pleo


Create and sync tag groups


  1. Go to Twinfield integrations settings
  2. Navigate to Tags
  3. Click on Editwithin Cost Centre Tag Group or Projects Tag Group
    • If you have existing tag groups, select it here and map the relevant tag group
    • Or you can create new tag groups by selecting Create new and clicking Save
  4. Once saved, all tag values present in Twinfield will be mapped


Integration of account settings

  1. In Pleo navigate to Settings 
  2. Click Accounting
  3. Under Settings, click on Set up accounting settings on Twinfield
  4. On this page you'll have to set up the following:
    • Twinfield Company - If there are multiple entities within your organisation you can see a list of them here and select the one you want to connect to
    • Pleo Transaction type
    • Twinfield Jounal Transaction Type - Add the code of the transactions type set up to track Pleo Transactions
    • Twinfield Purchase Invoice Document Type - Add the code of the transaction type set up to track Pleo Invoices
    • Pleo Accounts
      • Pleo Wallet Account - Add the code of the account set up to track Pleo wallet balances
      • Pleo Out of Pocket Account - Add the code of the account set up to track out-of-pocket expenses or employee liabilities
      • Pleo Suspense Account - Add the code of the account set up to track Wallet top-ups, Wallet unloads and reimbursements made outside of Pleo (payroll or cash)
    • Description template - Gives you the option to customise the description of transactions. You can enter them in this format: %{pleo.<code>} %{pleo.<code>}
      Available codes:
      • pleo.AccountingEntryId → Expense ID
      • pleo.Type → Type of expense
      • pleo.Date → Date of transaction
      • pleo.SupplierCurrency → Original currency of the transaction
      • pleo.SupplierAmount → Original amount of the transaction
      • pleo.WalletCurrency → Wallet currency
      • pleo.WalletAmount → Amount in wallet currency
      • pleo.Note → Note
      • pleo.SupplierIdentifier → Supplier ID (relevant for Invoices)
      • pleo.SupplierName → Name of the merchant
      • pleo.SupplierCategoryCode → Merchant category code
      • pleo.SupplierCountry → Supplier’s Country 
      • pleo.SupplierAccount → Supplier account number
      • pleo.SupplierTaxIdentifier → Supplier’s tax number
      • pleo.UserName → Name of the employee
      • pleo.UserCode → Employee code
      • pleo.InvoiceNumber → Invoice Number
      • pleo.InvoiceDate → Date of Invoice
    • Transaction destination - Select either Temporary (Provisional) or Final for the transactions to be posted as finalised.


   


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