Step 2 - Create and Manage Internal Accounts

 Internal Accounts Setup

Access Internal Accounts

To manage internal accounts:

1. Navigate to:

Administration > Internal Accounts

✅ Here you can view, edit, and create internal account structures.

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Create a New Internal Account

If you need additional dimensions for reporting and accounting:

1. Click New Internal Account
2. Enter the required information
3. Configure the account type according to your business requirements

Examples include:

• 📊 Cost Centers
• 📁 Projects
• 🏢 Departments
• 📍 Locations
• 💼 Cost Bearers

1. Click Save

✅ The new internal account is now available in Expense.

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Customize Internal Account Names

Internal accounts can be renamed to match your organization's terminology.

Examples:

• Cost Center → Department
• Project → Customer Project
• Object → Business Unit

✅ This helps users select the correct dimension when submitting expenses.

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Assign Account Codes

After creating the internal account:

1. Open the internal account
2. Navigate to:

Account Codes

1. Add:

• 🔢 Account Code
• 📝 Description

Examples:

Code	Description
100	Sales
200	Marketing
300	Finance

✅ Users can now allocate expenses correctly.

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Bulk Update Internal Accounts

Update Multiple Accounts

To manage multiple internal accounts at once:

1. Navigate to:

Administrate > Internal Accounts

1. Click the Three Dots (⋮)
2. Select the bulk update option
3. Follow the on-screen instructions

✅ This saves time when working with larger account structures.

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Import Internal Accounts

If your organization already maintains cost centers or project codes elsewhere, they can be imported into Expense.

Create an Import File

1. Export an existing internal account structure
2. Open the file in Excel or a similar spreadsheet application
3. Add or modify the required information
4. Save the file as tab separated text file (.txt)
   
   

✅ The file is ready for import.

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Import the File

1. Navigate to:

Administrate > Internal Accounts

1. Select the import option
2. Upload the completed file
3. Follow the import wizard

✅ Internal accounts are imported automatically.

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Pro Tip: Use Existing Accounts as Templates

To speed up implementation:

1. Start with one of the default internal accounts
2. Adjust the structure to fit your requirements
3. Export the updated structure
4. Complete the remaining data in Excel
5. Re-import the file

✅ This approach is especially useful for organizations with many cost centers or projects.

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Why Use Internal Accounts?

Better Cost Allocation

Track expenses by:

• Department
• Team
• Project
• Business Unit

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Improved Reporting

Generate reports that provide deeper insight into spending and profitability.

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More Accurate Accounting

Ensure costs are assigned to the correct area of the business.

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Simplified Budget Management

Monitor spending against budgets and forecasts with greater precision.

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💡 Best Practice Tips

Keep Naming Consistent

Use a clear naming convention for all internal accounts.

Remove Unused Codes

Regularly review and clean up inactive account codes.

Align With Accounting Structure

Ensure internal accounts mirror cost centers and projects used in your accounting system.

Test Before Going Live

Verify that internal accounts appear correctly during expense registration and export.

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Frequently Asked Questions (FAQ)

What are internal accounts used for?

Internal accounts are used to allocate expenses to cost centers, projects, departments, or other internal dimensions.

Can I create more than the default internal accounts?

Yes. Additional internal accounts can be created and customized as needed.

Can I import account codes in bulk?

Yes. Internal accounts and account codes can be imported using a tab-separated text file.

Can internal accounts be renamed?

Yes. You can customize account names to match your organization's terminology.

Do internal accounts affect accounting exports?

Yes. Internal account information can be included in accounting and payroll exports depending on your configuration.

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Summary

• 📊 Internal accounts help organize expenses by cost center, project, department, or business unit
• ⚙️ Create and manage accounts under Administration > Internal Accounts
• 🔢 Add account codes and descriptions for accurate allocation
• 📁 Import and update account structures in bulk
• ✅ Improve reporting, budgeting, and financial control
• 🚀 Build a scalable internal account structure that supports your organization's growth