Help Center

Customizing Payment Memo

Follow

In Settings, Admins are now able to customize the memo field for the line items on bills, checks, and credit card charges that Tallie imports into your accounting system, giving you more control over expense tracking and invoicing. Without any customization, the default expense memo includes “Expense Date, Expense Category, Merchant, Reasons.” This article will show you how to customize payment memos for reports, per expense category, and use a list of codes in the Expense Memo field.

Payment Memo for All Reports

You can add a customized memo at the company level and it will be applied to all expense reports.

  1. In Settings, go to Integration & Sync Export Settings.
  2. Enter the appropriate codes from the list below in the Payment Memo field to create your desired memo customization.
  3. Check the box "Overwrite QuickBooks Online Item description with Tallie expense memo" if you would like to customize the item description. payment_memo_1.jpg
  4. Save.

Payment Memo for Each Expense Category

You can also customize the payment memo for each expense category. This overrides the enterprise payment memo, and is supported for expense categories that are mapped to expense accounts in addition to expense categories that are mapped to expense items. 

  1. In Settings, click on Manage Lists > Expense Categories.
  2. Click on the expense category you wish to customize the payment memo for, and enter appropriate codes in the Payment Memo field. payment_memo_2.jpg
  3. Save.

Available Custom Memo Fields

Here are the codes available for the memo field customization:
 

{ExpenseCat}           The name of the Expense Category.  If no expense category was defined, then “No Expense Category set” is applied. However, this should never occur unless the Admin edited the expense after it has been submitted.
{ExpenseDate}       The date of the Expense in YYYY/MM/DD. If no date, then “No date set” is applied.
{ExpenseDateMMDDYYYY}        The date of the Expense in MM/DD/YYYY. If no date, then “No date set” is applied.
{ExpenseDateDDMMYYYY}       The date of the Expense in DD/MM/YYYY. If no date, then “No date set” is applied.
{Attendees}     The content of the Attendees field
{ReportName}     The name of the report which the expense is on
{ReportNumber}   The number of the report which the expense is on
{Description}     The description or reasons on the expense
{Reasons}     The description or reasons on the expense
{Merchant}       The merchant name on the expense. If no merchant name is set, then “No merchant set” is applied.
{Project}     The selected project on the expense
{Class}     The selected class on the expense
{Billable}     Returns Yes or No.
{EmployeeNameFirstLast}     The first and last name of the report submitter displayed as ‘John Smith’
{EmployeeNameLastFirst}     The first and last name of the report submitter displayed as ‘Smith, John’
{CardSuffix}     Adds the last 4 digits of credit card
{CardOwner}     Populates the cardholder’s name


How Will the Custom Memo Appear in QuickBooks

Bill:

payment_memo_3.jpg

payment_memo_4.jpg

Check

payment_memo_5.jpg

Corporate card transaction:

payment_memo_6.jpg

 

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

Comments