Before exporting
Who can export? Which roles have access?
Who can export? Which roles have access?
Admin/accountants
Why isn't my expense in Ready to Export?
Why isn't my expense in Ready to Export?
A red (mandatory) field is empty, or it isn't marked as Ready.
Can I export unapproved expenses?
Can I export unapproved expenses?
It depends on Export Settings; we recommend approved and cleared only.
Can I edit many expenses at once?
Can I edit many expenses at once?
Yes, with Bulk Edit.
Do automation rules fix expenses already in Prepare?
Do automation rules fix expenses already in Prepare?
No, they apply to new transactions only.
Can I assign multiple GL’s to a single expense?
Can I assign multiple GL’s to a single expense?
Yes, this is possible using the Split Expense feature. To enable this feature, please contact us at either of the following email addresses:
Accounting entries
What record does Alaan create in my ERP (Expense, Spend Money, JE, Bill)?
What record does Alaan create in my ERP (Expense, Spend Money, JE, Bill)?
It depends on the ERP and Export Type Selection for Direct Integrations. We can then link it to the respective ERPs export flow page).
What are the debits and credits for an Expense vs. a Bill?
What are the debits and credits for an Expense vs. a Bill?
Expense - GL to Alaan Wallet & for Bill - passes both the entries Bill Entry and Bill Payment [Debit Exp ; Credit Payables and for payment, debit payables and credit alaan wallet]
Can I export a batch as a single journal entry?
Can I export a batch as a single journal entry?
No
How are split expenses exported?
How are split expenses exported?
As separate line items. Feature has been launched
Are receipts attached to the ERP entry?
Are receipts attached to the ERP entry?
Yes, attachments are exported for Direct Integration.
Does Alaan create vendors in my ERP, or only map existing ones?
Does Alaan create vendors in my ERP, or only map existing ones?
Map existing ones.
Dates, periods and month-end
Which date is used — transaction, settlement or export date?
Which date is used — transaction, settlement or export date?
The original transaction date.
Can I export historical expenses?
Can I export historical expenses?
Yes
Currency and FX
Which exchange rate does Alaan use — Alaan's, or my ERP's?
Which exchange rate does Alaan use — Alaan's, or my ERP's?
It uses Visas Exchange Rate on the day of the transaction. The exact rate used can be found under additional details of an expense drawer
Refunds, reversals and disputes
Where do refunds land in the ERP?
Where do refunds land in the ERP?
They are exported as debit to alaan wallet and credit to the expense category / gL Account selected
Errors and fixes
My export failed — what now?
My export failed — what now?
Check Failed to Export, fix the cause, then re-export. If no reason, contact support
I changed, added or deleted a GL account, tax code or tag in my ERP — what happens?
I changed, added or deleted a GL account, tax code or tag in my ERP — what happens?
Re-sync and remap. Settings > Accounting Software > Instant Sync top right
Duplicates, edits and undo
How do I avoid duplicates?
How do I avoid duplicates?
Mark anything already booked as Manually Exported from the Ready to Export Tab
What if I edit an expense after export?
What if I edit an expense after export?
It's logged under Post-Export Update. (For integrated ERPs only)
Can I edit & re-export once a transaction has been exported?
Can I edit & re-export once a transaction has been exported?
No
Need Help? Feel free to reach out at [email protected]