Table of Contents
2. Export account codes from Clear Books and import into Dext Prepare
3. Map account codes in Clear Books to account codes from Dext Prepare
5. Additional Dext Prepare options for Clear Books Partner
1. Introduction
Dext Prepare saves you from having to keep piles of paper by taking all of your invoices and receipts and storing them permanently in the cloud. The data stored in Dext Prepare can then be imported into Clear Books as bills or expenses using our integration.
Find out more about Dext Prepare
2. Export account codes from Clear Books and import into Dext Prepare
To help maintain the consistency of the account codes you use in Clear Books and those used in Dext Prepare, you can export your list of Clear Books account codes and import them into Dext Prepare.
Navigate to Tools > Export.
Select a period or use the 'From/To' fields to select a custom date range. In the 'Data type' drop-down field select 'Account Codes'. Tick the checkbox to 'Download File' and hit the Go button.
Log in to Dext Prepare
Navigate to Lists > Categories.
Add a new list via CSV and select the account code list file exported from Clear Books.
3. Map account codes in Clear Books to account codes from Dext Prepare
Once you have exported your account codes from Clear Books and imported them into Dext Prepare, or even if you decide to use the default Dext Prepare account codes, you can now head back to Clear Books and map the two lists against each other. This will mean that every time you import bills or expenses from Dext Prepare, the account codes will be automatically set saving you time.
Log in to Dext Prepare
Navigate to Lists > Categories.
Make sure the correct list is selected in the drop-down field.
Log back into Clear Books and head to Tools > Integrations > Other integrations.
Click on either Import expenses or the Import bills button.
Choose the Dext Prepare account and the Clear Books account.
Click on the Edit default account mappings button.
Map the categories imported from Dext Prepare (shown in the column on the left) to the account codes within Clear Books using the drop-down fields. Once complete hit the Save button at the bottom.
The Account drop down field will populate automatically based on this mapping. This mapping will be saved for all future imports of either bills or expenses.
4. Import
4.1 Import bills
Navigate to Tools > Integrations > Other integrations.
From the selection, choose Import bills for purchase invoices.
Select the appropriate Dext Prepare account in the Import data from this remote user drop down field. Select the appropriate Clear Books account in the Target company drop down field.
Select a date to show items from Dext Prepare after a specific date if appropriate. Also, choose whether to import receipt scans as attached files.
Assign an account manually to each item. This can be automated by mapping the categories in Dext Prepare to the account codes in Clear Books.
Select which items to import and hit the Import selected items button
4.2 Import Expenses
Navigate to Tools > Integrations > Other integrations.
From the selection, choose Import Expenses for employee expenses.
Select the appropriate Dext Prepare account in the Import data from this remote user drop down field. Select the appropriate Clear Books account in the Target company drop down field.
Select the employee the imported expenses will be created under in the drop-down field. Tick the checkbox to import expenses with scans to be attached if appropriate.
Assign an account manually to each item. This can be automated by mapping the categories in Dext Prepare to the account codes in Clear Books.
Select which items to import and hit the Import selected items button.
5. Additional Dext Prepare options for Clear Books Partner
If you are a Clear Books Partner and have a Dext Prepare for multiple clients you can set up the Dext Prepare integration on your Partner account and import data into each client account from there.
To begin, log in to your Partner account, head to the Tools > Integrations > Other integrations menu and click on either the Import expenses or the Import bills button.
You will then need to enter your Dext Prepare credentials:
Select the Dext Prepare user from the Import data from this remote user dropdown.
Choose the Target company, this will determine which Clear Books account the expenses and bills will appear in.
Hit the Next button to proceed.
Finally, select the expenses or bills you would like to import and make sure an account code has been assigned to each transaction.
Hit the Import selected items button to complete.
