Ensuring your Per Diem expenses align perfectly with your financial records is crucial, and ITILITE makes it straightforward to map these expenses to your ERP data using GL codes. By configuring the appropriate GL codes within ITILITE, you can guarantee seamless integration and accurate accounting for all Per Diem claims.
Table of Contents
Step-by-Step Guide
Follow these steps to configure Per Diem GL codes and ensure they are correctly mapped for your ERP integration:
- 1. Navigate to Per Diem Settings: From your ITILITE Dashboard, locate the sidebar navigation menu. Click on Organization, then select Settings, and finally choose Expense. Within the Expense settings, click on the Per Diem section to access its configuration page.
- 2. Configure the GL Code for Per Diem: On the Per Diem settings page, navigate to the Per Diem Fields tab or section. Here, you will find the configuration options for various Per Diem attributes, including the GL Code field. Enter or select the specific GL code that corresponds to how you categorize travel or allowance expenses in your ERP system. This ensures that every Per Diem expense filed under this configuration will automatically carry this designated GL code. Once you've entered the GL code, click the Save button to apply your changes.
- 3. Access Export Templates: To ensure your Per Diem expenses, along with their configured GL codes, are included in your ERP exports, you'll need to review your export templates. From the Expense settings, navigate to the Export Templates section. This is where you manage the format and content of the data files ITILITE generates for integration with your accounting or ERP system.
- 4. Create or Edit an Export Template: You can either click Create new template to build a new export file from scratch or select an existing template to modify it. If creating a new template, you'll be prompted to enter a descriptive name for it.
- 5. Select 'Expenses' Data Type: When configuring your template, ensure you select Expenses as the data type. This is crucial for including all expense-related data, including your Per Diem expenses and their associated GL codes, in the generated export file.
- 6. Include GL Code Columns: Within the template configuration, make sure to add the GL Code and GL Name columns to your selected fields. These columns will carry the GL code you configured in the Per Diem settings, allowing your ERP system to accurately categorize and post the Per Diem transactions to the correct ledger accounts.
Pro-Tips & Guardrails
NOTE: Any changes you make to the Per Diem GL code configuration will only apply to new Per Diem expenses created going forward. Historical Per Diem expenses that have already been filed and exported will retain the GL code that was effective at the time of their submission and mapping.
PRO-TIP: ITILITE typically processes and reconciles transactions before they appear in ERP exports, which can involve a short delay (e.g., 3 days). This ensures that only finalized amounts and correct GL mappings are sent to your ERP, providing you with accurate and reliable financial data.
Verification & FAQs
After saving your GL code configuration, you should see a success message confirming your changes. To verify the mapping, generate an export file using your configured template and check that Per Diem expense lines include the correct GL Code and GL Name columns, ready for seamless ingestion by your ERP system.
A: Yes, if your ITILITE Per Diem setup allows for different categories or rules based on employee attributes, location, or time, you can configure a specific GL code for each distinct Per Diem setup. This provides granular control over how different Per Diem scenarios are mapped to your ERP.
Q: How often is Per Diem expense data exported to my ERP?
A: For SFTP-based CSV exports, data is typically pushed once every 24 hours, though timing can be configured based on your organization's needs. For direct ERP connectors like NetSuite or QuickBooks, the sync frequency is determined by the integration settings.
Q: Do employees see or select the GL code when claiming Per Diem?
A: No, the GL code for Per Diem expenses is configured by an Admin in the Per Diem settings and is implicitly attached to each Per Diem claim. Employees do not need to select or edit GL codes themselves, ensuring consistency and reducing manual errors.
Q: What other data points are included with Per Diem in ERP exports?
A: In addition to the Category, GL Code, and GL Name, Per Diem expense lines in exports typically include core monetary details (Amount, Currency), employee information (Employee ID, Name, Department, Business Unit, Entity), Reimbursable Flag, and any custom fields you have configured. This comprehensive data set allows your ERP to handle the final posting logic effectively.
Q: What if my ERP's GL code structure changes?
A: If your ERP's GL code structure changes, simply update the corresponding GL code in your ITILITE Per Diem Fields configuration. This ensures that all new Per Diem expenses will be mapped with the updated code, maintaining accurate financial records.
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