Upgrade to Business Central integration v2

Overview

This guide is intended for users who already use Pleo–Business Central integration. If you're new to the Pleo–Business Central integration, please refer to the set-up guide to get started with connecting Business Central to Pleo.

The Business Central integration v2 is currently in the testing (Beta) phase and available to a limited number of Pleo customers only. Reach out to your Pleo CSM if you would like to get early access to the integration.

Enhancements in the new integration

• Integration Type - new integration is an app installed inside Business Central
• Cloud & On-Premises Business Central is now supported
• Export
  • Exporting of invoices
  • Bookkeeping of expenses on a Vendor
  • Recording exported Pleo expenses as Purchase Invoices in Business Central
  • Creating Pleo Wallet as a Bank Account in Business Central 
  • Using any Journal type (template) in Business Central 
• Tags Sync
  • Blocked Dimensions Values are no longer synced with Tags in Pleo
  • Both Tag's Name and Code can now be visible on expenses in the Export page
  • Select which Dimension Values you want to see as Tags in their Pleo
• Tax Sync
  • Both Product and Business VAT Posting Groups are now linked to Tax Codes in Pleo
  • Tax Codes rates are now automatically assigned and updated
  • Select which VAT Setups you want to see as Tax Codes in Pleo

Installation

1. Go to the Pleo app in Microsoft AppSource
2. Click Get it Now
3. Use your Business Central credentials to sign in (if required)
4. Select the Business Central environment into which you want to install the app
5. Follow the on-screen instructions to complete the installation
6. Once installation is complete, close the Setup window 
7. Access Extension Management
8. Click on the app's name (Pleo)
9. Switch HttpsClient Request toggle
   

   
   

   
   

Connection

Configuration

1. Journals & Accounts configuration

Re-use and map the existing Pleo Journal for expenses to the new Journals:

• Expense Journal - all Pleo expenses will be recorded in this journal (except Invoices and expenses booked on a Vendor)
• Invoice Journal & Invoice Payment Journal - to record invoices, and/or to book card and out-of-pocket expenses on a vendor. Alternatively, you can create separate new Journals for them

Re-use and map the existing Accounts to the new Accounts:

• Pleo Wallet Account - to track expenses made with your Pleo cards. Map the existing Account for Pleo expenses.
  Note: If you want to have Pleo Wallet Account as a Bank Account in Business Central, set Pleo Wallet Account Type to Bank Account and create a new account
• Pleo Out-of-pocket Account - to track employee out-of-pocket expenses. Map the existing Balancing account for out-of-pocket expenses.
  Note: If you want to book out-of-pocket expenses on a Vendor or Employee in Business Central, set the Out-of-pocket Account Type to Vendor or Employee, and create a new account the pocket Account type as Vendor or Employee, you will need to create a new account.
• Pleo Contra Account - to track reimbursements made outside of Pleo. Map the existing Contra account for reimbursements.
• Default Vendor Account: this Vendor account will be recorded on all expenses when an actual Vendor was not specified in Pleo. Required if you intend to use Pleo Invoices feature and/or if you want to book card expenses on a Vendor in Business Central.

2. Accounting configurations

If needed, adjust the accounting configurations of the integration.

Record Vendor on Card Expenses

• If disabled (default) - card expenses will be recorded as a single journal entry in the Expense journal
• If enabled - Pleo card expenses will be booked on a Vendor in Business Central

Good to know: 

• If you enable this configuration, make sure you have the Default Vendor Account set up
• If Purchase Invoices is also enabled, card expenses will be booked as Purchase Invoices as Business Central

Purchase Invoices

• If enabled (default), invoices and all other expenses booked on a Vendor will be recorded as Purchase Invoices in Business Central
• If disabled, all expenses (inc. invoices) will be recorded in Business Central as Journal entries

Description

This configuration determines the contents of the Description and Comment fields on exported expenses in Business Central. To add a datapoint into the Description:

1. Press the three-dotted sign
2. Select the desired datapoint 
3. Click OK

Good to know: You can write any text in the field - it will appear in the Description and Comment fields for all exported expenses (do not use [ ] around your text)

3. Tax Codes & tags

Synchronise your VAT Setups to Pleo Tax Codes

1. In Business Central, go to Pleo Integration Setup
2. Access Tax Codes Setup
3. Click Sync With Pleo
4. In Pleo, access the Export page
5. Click on Unexported
6. Update Tax Codes on existing expenses to ensure correct export (filter or select the relevant expenses, and use bulk edit to update the tax codes)
   Note: This only applies to existing expenses - new ones won’t require any changes

Good to know: 

• To not import certain VAT Setups as Tax Codes in Pleo, un-click the Show in Pleo checkbox and click Sync With Pleo 
• VAT Setups that are blocked or are Sales & Full Tax Type will not be synced. To import one, first uncheck the Block box, then select Show in Pleo

Synchronise your Dimensions to Pleo Tags

• To link Dimension to existing Tag Groups
  1. In Business Central, go to Pleo Integration Setup
  2. Click Tags Setup
  3. Add the Dimensions from Business Central you want to sync with Pleo
     Note: The Dimensions which already exist as active Tag Groups are automatically pre-selected
     
  4. Select a Dimension 
  5. Click OK
  6. Click Sync With Pleo

• To edit the Dimension values synced to Pleo
  1. Next to the dimension field, click on the three dots icon 
     
  2. Uncheck Show in Pleo for Dimension Values you do NOT want to have in Pleo as Tags
  3. Click Sync With Pleo 

Good to know: 

• Dimensions are linked to Tag Groups
• Dimension values are linked to tags
• Blocked or non-standard Dimension Values can’t be made visible in Pleo

4. Categories

1. In Pleo, go to Settings 
2. Click Accounting 
3. Select Categories 
4. Create categories
5. For every category
   • Add the account numbers (no names or other details needed, just the Account numbers)
   • Choose a tax code from the dropdown

Good to know: If categories were already in place, you'll need to reassign Tax Codes to each one, as the new integration recreated them

Export an expense