How to Change Date when Accepting in Expenses Module
Expenses have a two step approval process. Generally a Project Manager (PM) Approves and an Accountant Accepts. It is the second Accept step that sends the Expense or Field Purchase Order (FPO) to the QuickBooks Accounting integration. Everything up through the Approval of Expenses/FPOs will remain the same.
When an Accountant Accepts the item, the date change box will appear. This allows them to change the Accounting Integration Date for the transaction. There are two methods the Accountant can use to Accept and the box will appear for either. They are
Accept single item by clicking the 3 ellipses and selecting Accept; or
Accept items in bulk by checking the boxes to the left of multiple items, selecting the Gear Wheel>Accept Checked
If the date is changed here, that new date will appear as the official transaction date in QuickBooks Online or QuickBooks Desktop. It will also be recorded in the Date column on the Red Team Go list screen while the original Expense Acceptance date is retained for accurate metadata and record keeping.
Note: The date change box will only appear for users who have a QuickBooks Integration.
QuickBooks Online
Items will appear in QuickBooks online under Expenses with the Selected Date Change as the date of the transaction in the list and within the items that appear whether they are Expenses Purchase orders or send over as Bills (by checking the extra box that appears in Field Purchase orders during the Approval process.
The transaction date on the interior of the Expense, Purchase Order, or Bill will also be updated with the new date.
QuickBooks Desktop
In QuickBooks Desktop the transactions can be found under Vendors> Transactions.
The Field Purchase Orders (that have been converted to Bills by checking the Box that appears in the lower left hand corner of POs) in RedTeam Go and Expenses that are tied to Credit Card Activities can be accessed from this view.
Clicking on the Vendor tab and selecting a Vendor name will provide a combined list of all Bills, Purchase Orders, and Credit Card Charge transactions affiliated with that vendor including all changed dates in a screen similar to the QuickBooks online combined view.
The dates will also be changed on the interior of each of the transactions when opened. See below for examples of highlighted Purchase Order and Credit Card Charge with updated dates.
