If you need to rewrite or do a large scale update to your chart of accounts in Nexonia, we have some best practices to recommend in order to minimize any impact to users and administrators.
The basic steps are to update the chart of accounts (Settings > Company > Financial > Chart of Accounts), and then update the GL mapping in the Expense Categories (Settings > Company > Expenses).
Please note, these instructions apply to non-integrated Nexonia accounts. If your accounting software or ERP is integrated directly to Nexonia and used as the source of the configuration information, any chart of account changes will have to be made in the accounting software or ERP and pushed to Nexonia via the Configuration Sync. This applies to, but is not limited to: Intacct, NetSuite, QuickBooks, Dynamics GP, Xero or SFTP based integrations.
If you want to add or modify an Expense Category (this is the user-facing value will be seeing in the expense item), please refer to Creating Expense Categories and Configuring Rules and Policies.
If deactivating or deleting GLs, keep in mind that you'll need to edit any expense categories previously associated with that GL and update it to an active GL. For this or rewriting an entire chart of accounts, please refer to Best Practices for Changing a Non-Integrated Chart of Accounts.
Here are the best practice change steps.
1) You need to clean out any expenses that were created with the old GLs. Set a deadline when all draft expenses should be submitted and everything then needs to be approved and exported.
Note: if something gets missed, it's fixable through administrator intervention. If expense report that was created under the old GL is exported after the change, it'll cause an export error since the GLs won't be valid. This can be fixed by re-editing the expense and reselecting the expense category.
2) Set a blackout period (1-2 days) where no users should be creating new expense reports while you make your updates. You can switch their Role permission for expenses to "Read Only" to lock out that ability.
3) Update the Chart of Accounts in Nexonia.
4) Update the Expense Categories - if you've deleted an expense category, you'll need to edit the category and re-select which active GL it should be associated with.
- Edit/Modify the GL - no updated needed to Expense Category
- Deactive the GL - need to update the Expense Category
5) As best practice, you should create, approve and export an expense to ensure it's working as expected. There shouldn't be any need to update the export files, they're pulling in whichever GL Account value is part of the expense category.
6) Update the user's Role to allow them to edit expenses again.