Financial Accounts allow you to categorize expenses. 

You can enter them manually or import them via csv file (see below).

Financial Account Details

The name is usually displayed whereas the code is used for export.

In order to use the account for expenses, select the field T&E Report in the Financial Account.

Fixed Amounts

You can also create financial accounts with fixed amounts, where the user then enters the quantity. The primary example is Mileage. You would enter the amount per mile here and the user would just enter the quantity.

The amount (e.g. 0.57) would apply to all users. You can define user specific rates by creating a cusom field on user and reference the field name here. If a use has a value in that field, that is used instead of the fixed amount listed here.

In the Expense Table entry, you then just enter the quantity instead of the amount:

After saving a quantity line in the Expense table, the amount is displayed. Also, if you hover over the TE Item link in the Expense table line, the amount is displayed.

Per Diem

Per Diem amounts are fixed amounts which you could use in the normal Expense entry. Accorto also allows to enter Per Diems directly in the Timesheet. For that, select the Per Diem Field.

User Specific Fixed Amounts

Users may have have special fixed amounts. Example: different mileage rates for different user groups. Accorto allows to specify the overriding amount in the Salesforce User record.

  • Create a custom field on the User entity (Setup > Customize > Users > Fields) - it should be a number or currency field. You could also use the existing field Fixed Amount Overwrite for this if you have one.
  • You may want to secure (write) access to that field.
  • In the "Fixed Amount User Field", you enter the field name, e.g. My_Custom_Rate__c
  • If there is an amount entered on the user record (and if it is greater than 0), this value is then used instead of the amount in "Fixed Amount".

Importing Financial Accounts

You import financial accounts from the Welcome tab in the Accountant section:

We provide an example which you can view, download, update and upload. The upload file needs to be a plain comma separated file (csv). [Note: the Import Examples link does currently not work due to a change in the Google download]

Click on the Browse button and select the csv file - then click Import Accounts.