Accounting tab guide

To enable the Accounting tab on Brex Empower, please contact Brex Support to confirm your eligibility. Once enabled, follow the guide below to get started.

Accounting fields

Accounting fields are under Accounting > Manage accounting fields > Accounting fields. To create another accounting field, follow steps in How can I set up a new accounting field?.

Mapping rules

Mapping rules are located in the Accounting tab under Manage accounting fields > Mappings.

Custom rules

To access existing custom rules or create new ones, go to Accounting > Manage custom rules.

To edit or view an existing rule, select the three dots to the right of your desired rule and select Edit custom rule. To add a rule, select New rule.

Entity settings for NetSuite

Entity settings are under Accounting tab > Manage accounting fields > Mappings > Accounting entity settings. Here you’ll find all of your entities from NetSuite. Click each entity to make selections for general ledger details and intercompany details.

Mapping selections

To change your mappings selections for accounts payable, card collection, reimbursements bank accounts, and rewards credit, go to Accounting > Export settings > Manage ERP.

Refreshing the integration

To refresh your integration, go to the Accounting tab and click Manage [integration] under Export settings. Then select Refresh on the Refresh integration line.

Exporting transactions

There are two reviews that will make up a successful export. The transactions will move through three states: transactions to prepare, transactions prepared to export, and exported transactions.

Prepare transactions

To prepare transactions, go to Accounting > Prepare Transactions. You can then:

• Update GL accounts, department, location, class, and other accounting fields.

• Search transactions by user, merchant, merchant category, and others.

• Filter transactions by GL account, amount, budget, or type.

• Filter transactions by missing GL accounts, missing receipts, missing memos, conflicting rules, employee modified transactions, or transactions out of policy for other reasons.

• Comment to the expense owner by clicking on each transaction.

• Access an audit log that shows transaction editing history.

Mark transactions as prepared and ready to export by either selecting an individual transaction or selecting a date range and the box next to all transactions. Once transactions have been selected, mark them as ready by clicking Mark as prepared on the right. They will then be moved to All transactions prepared for review & export.

Transactions prepared for export

Step 1:  Go to Accounting > Review & export transactions to view all transactions that have been prepared for review and export.

Note: On this page, you’ll have the same filter and searching functions, but you will not be able to edit any transactions. The two functions you can do here areexport or send transactions back to review.

Step 2: To export transactions, select a date range and all transactions, or select individual transactions and click Export on the right.

Step 3: To send transactions back to review, select a transaction and click Send back to prepare. After a transaction is sent back to review, it will be flagged on the Prepare transactions page so you can filter to search for these.

Bulk editing transactions

You can bulk edit your transactions on the Prepare transactions page. To do so, check the box for the transactions you’d like to edit and edit any selection on each transaction. After updates are made, you’ll see an option to Update all at the bottom of the page. Click this to update all your transactions.