Documentation
Expense Management Accounting Setup
EXM Accounting App Settings define the control accounts JournalGateway needs when the transaction itself does not already carry the required settlement or expense account.
Where to configure
Open System Settings -> App Settings and select the EXM / Expense Management Accounting group for the organization. The settings use the standard GL Account lookup.
Accounting settings
EXM settings
| Setting | Requirement | Use |
|---|---|---|
| Employee Reimbursement Payable | Required for employee-paid claim posting | Credited when an employee-paid Expense Claim is accounted. |
| Employee Advance Account | Required for Cash Advance issue and Cash-Advance Claim posting | Debit on issue; credit as expenses/cash return settle the advance. |
| Input Tax Account | Conditional override | Recoverable input tax; when blank the shared TAX default can be used where configured. |
| Withholding Payable | Conditional override | Withholding/TDS credit for Direct Expenses; shared TAX fallback can apply. |
| Rounding Account | Conditional override | Direct Expense rounding adjustment; existing purchasing/sales fallback may apply. |
Transaction-owned accounts
Expense Categories/distributions provide the expense side of Employee Claims.
Direct Expense lines carry their expense GL accounts and the voucher carries the selected settlement account.
Petty Cash Funds carry their Cash Account and Replenishment Account.
Cash Advance issue records the actual Cash/Bank account used for disbursement.
Pre-post checklist
- Open accounting period exists for the posting date.
- Expense distribution/line accounts are valid and active.
- Employee Reimbursement Payable is configured before employee-paid claim posting.
- Employee Advance is configured before advance issue/settlement posting.
- Tax/withholding/rounding accounts are configured when those amounts occur.
- Settlement Cash/Bank/Card/Petty Cash account represents the actual payment source.
- Business Unit/Cost Center and required financial dimensions are correct.
What Post Accounts does
EXM sends a source-controlled accounting request through the standard General Ledger posting gateway. The resulting Journal Entry retains source-document type/id/number and financial dimensions and is protected against duplicate source posting.
If a posting fails because setup is incomplete, correct the source/setup and retry. Do not bypass the source with a manual duplicate journal.
Reversal
Reverse Accounts creates a separate source-linked reversing Journal Entry using the original posted lines with debit/credit reversed. The original Journal Entry remains visible.
Related pages
Frequently asked questions
Does EXM automatically choose our Employee Payable account?
No arbitrary account ID is seeded. Configure Employee Reimbursement Payable in EXM Accounting App Settings for each relevant organization.
Where does the Direct Expense bank account come from?
The Direct Expense carries the selected Settlement Account; it should represent the actual payment source.