To explore Volopay accounting click on 'Accounting tab' in menu and then click on 'Transactions tab'.

Note: Accounting will be only visible for admin accounts in Volopay, Check with your admin if you require access.

The transactions tab contain all your Volopay transactions which includes your new transactions and already synced transactions. Our accounting process majorly goes through four different stages (Review pending, Pending to verify, Pending to sync, Synced)

All new transactions will land in review pending stage as an incomplete expense until the user or anyone adds the required field of the expense. When the required field is completed then, the status would change to review pending status where the approver can make it okay, not okay or need more details.

Incomplete

The expenses land on this tab if the mandatory fields are not completed. The expenses can be marked as Ok, Not Okay or Need details.

Okay: When the transaction is perfectly good to proceed further.

Not Okay: If the expense owner has attached wrong bills or wrong information.

Need details: When you require more detailed information about the transaction.

Budget Owners/Admins can take this action through Expenses tab as well in the Cards section. However, to review the expenses there, mandatory fields have to be completed without fail. In the Accounting tab here, it can be overridden by the Admin/Accountant to proceed further. All reviewed transactions will now move to the "Pending to verify" Tab.

You can bulk review your expenses and export them to your email as .CSV file as well

Review pending

All expenses landing with completed details for mandatory fields will land in this review pending tab. The expenses can be marked as Ok, Not Okay or Need details. All reviewed transactions will now move to the "Pending to verify" Tab.

You can bulk review your expenses and export them to your email as .CSV file as well

Pending to Verify

All Okay and Not okay transactions will be in Pending to verify stage, where you can verify all 'okay' expenses and you can make 'not okay' expense as okay and verify later. It is mandatory to fill in the accounting fields to verify any expense. All verified transactions will now move to the "Pending to sync" Tab.

You can bulk review your expenses and export them to your email as .CSV file as well

Once you review a transaction, you can undo the action by clicking on the 3 dots on the bottom left corner of any expense.

Pending to Sync

All verified transaction will be visible in pending to sync stage, and here you can sync these transactions with your respective accounting software. All synced transactions will now move to the "Synced" Tab.

Once you Verify a transaction, you can undo the action by clicking on the 3 dots on the bottom left corner of any expense.

Synced

Once you sync a verified transaction, all synced transactions will be visible in the synced state here.

[Using the blue external link you can View the transaction in your accounting application Xero.]

For more information on accounting integration check integration article.

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