Set up the Uniconta integration

The Uniconta integration will enable you to:

• Directly export expenses to Uniconta
• Transfer receipts, invoices and other attachments
• Synchronize Dimensions & Projects from Uniconta with Pleo Tag Groups
• Synchronize Tax Codes

The integration exports expenses from Pleo by creating general journal entries in Uniconta and supports the following types of transactions:

• Card purchases
• Cashbacks, chargebacks & refunds
• ATM withdrawals
• Out-of-pocket expenses
• Direct and external reimbursements
• Mileage & per diem

The integration currently does not export Invoice payments and Wallet top-ups.

1. Create Uniconta Service User

1. In your Uniconta server instance, navigate to Company
2. Select Manage users under User rights 
3. Select User
4. Tick the box for Create new and press OK
5. Select Server-user
6. Add the following details
   • Name [create a Name]
   • LoginID: [create a LoginID]
   • User type: Server
   • Email: Your email
   • Send e-mail: Check the box
   • Password: choose a password
7. Click Save
8. Select full for User rights and click OK
9. Confirm the details by clicking OK
10. Select No for the question if you want to transfer ownership

Note: If you are unable to set up the Server user, reach out to your Uniconta partner for assistance.

2. Add GL Journal

The integration needs a GL Journal in Uniconta where Pleo expenses will be exported to. You can use one of your existing journals for that or create a new GL journal:

1. In Uniconta, navigate to General Ledger
2. Select General Ledger
3. Click +Add journal
4. Enter Journal name and description
5. Assign a purpose
6. Configure individual settings:
   • Customise the journal according to its intended use
   • Decide if voucher numbers should be automatically incremented
   • Set rules for tax codes on debit and credit postings
7. Save the journal

3. Set up Accounts

1. In Uniconta, navigate to General Ledger
2. Select Chart of accounts
3. Click + Add ledger account to create the following Pleo specific accounts
   • Pleo Wallet account - To track transactions paid using funds of your Pleo Wallet
     Account type: Assets  
   • If Reimbursements is enabled: Pleo Pocket account - To track out-of-pocket expenses
     Account type: Short-term debt
   • If Reimbursements is enabled: Contra account for External Reimbursements - To reconcile reimbursements made outside of Pleo

1. In Pleo, navigate to Settings
2. Click Accounting
3. Select Uniconta
4. Follow the on-screen instructions to authorise the connection with the Service User credentials created earlier.
5. After validating your Server Credentials, select the Uniconta company which you want to connect to
6. You will be redirected to the integration interface - go to Export
7. Set up the Account mapping by selecting the GL journal, Pleo Wallet, Pleo Pocket and Contra accounts
8. Other settings to customize the integration
   • Note format - add a customised note (based on datapoints available in Pleo) to expenses you export from Pleo
   • Transfer attachments(toggled on by default) - to export receipts or other expense attachments to Uniconta.
     Note: Uniconta only supports 1 uploaded file per expense
   • Ignore Wallet top-ups - Wallet top-ups will show as exported in Pleo but will not be recorded in Uniconta
   • Employee matching - match the Pleo expense with an employee in Uniconta. Available only if you use a Projects module in Uniconta
9. Click Save Setting

1. Configure tags

Synchronize your Dimensions in Uniconta with Pleo Tag Groups, keeping the latter always up-to-date:

1. Go to Tags in the integration interface 
2. Click on Mapping 1
3. Select an existing Tag Group or create a new Pleo Tag group
4. Select a Dimension from Uniconta from the dropdown menu
5. Click Synchronise now to save the mapping
6. If needed repeat the steps for Mapping 2 - 5 to synchronize other Uniconta Dimensions

   
   

Good to know: 

• You can have no more than 5 tag groups in Pleo.
• Once set up tags will appear within Tags of the Accounting settings
• Tags will automatically be updated every 24 hours
• Any manual tags created in Pleo will automatically be archived

2. Synchronise tax codes

1. Go to Taxes
2. Click Synchronise now to update tax codes in Pleo

Good to know: Tax codes will automatically be updated every 24 hours

3. Set up Categories

1. Click Go back to Pleo
2. Navigate to Settings
3. Select Accounting
4. Click Categories
5. Click Create Category group to set up your Accounting category groups
6. Enter a name for the Category group
7. Click Add another to add Categories to the Category groups - Make sure the Category groups and categories reflect your Uniconta GL accounts.

After setting up the integrations it's important to export an expense to see if the integration is configured correctly. 

1. Export an expense
2. In the integration Home - you'll be able to see all exports with their status