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How to Integrate Mekari Expense with Mekari Jurnal

Article author
Learning Center Mekari
  • Updated

Now, Mekari Expense can be integrated with Mekari Jurnal, where every reimbursement/cash advance transaction that has been submitted and approved will be directly recorded in Mekari Jurnal. This makes it easier for you to record every transaction that occurs. Here are the steps.

Important
This integration process can be done if you have activated auto disbursement in Mekari Expense. You can contact our support team at support-expense@mekari.com to activate the auto disbursement feature.

1. How to Perform Integration

  1. Go to the Integration Menu.

  2. Then, click “Connect” to perform the integration.
    Screenshot 2023-10-12 at 14.24.34.png

  3. Select the company in Mekari Jurnal that you want to connect with Mekari Expense. Then check I have read and agree to the terms and conditions. Then click “Allow”.
    Grant Permission.png

    Only 1 company in Mekari Jurnal can be connected with Mekari Expense. Make sure your company in Mekari Jurnal is not expired to perform this integration.

  4. Click “Start set up” to begin the setup process.
    Screenshot 2023-10-12 at 14.27.12.png

  5. Then map your Mekari Jurnal accounts with the categories and accounts from Mekari Expense. You can also add a new account in Mekari Jurnal by clicking the notification at the top (To add a new account in Jurnal, click here). After completing the account mapping, you can click “Save” to save the settings.
    Account Mapping.png

  6. After that, you will be redirected back to this view. You can click the “three dots” icon to adjust the account mapping again or you can click “Sync to jurnal” to view the posting status.
    Screenshot 2023-10-13 at 15.46.57.png

  7. If you click “Sync to jurnal”, you will be directed to the following view. You can see the posting status that has occurred in Mekari Expense, related to reimbursement, transaction fee, balance top up, and cash advance returns.
    Screenshot 2023-10-12 at 17.14.35.png

  8. If there is a Failed status and you want to synchronize again, you can check the failed transactions, then click “Syncing”.
    Screenshot 2023-10-13 at 15.50.40.png

2. Transaction Recording Mechanism in Mekari Jurnal

A. Recording Reimbursement Transactions

  1. If the reimbursement transaction has been approved, the reimbursement transaction will be recorded in the Expense Menu (Cost Menu) in Mekari Jurnal.
    Screenshot 2023-10-12 at 16.14.57.png

    - The journal entry will correspond to the account mapping you performed during the integration process.
    - Reimbursement transactions recorded in Mekari Jurnal will automatically use the tag XPM - Reimbursement.
    - You can see detailed transaction information (requester name, transaction number, and reimbursement submission detail link in Mekari Expense) in the Memo section.

  2. Here is an example of a journal entry for a reimbursement transaction.
    Screenshot 2023-10-12 at 16.02.13.png

    - In the example image above, the account to be credited is Mekari Expense Balance, meaning your Mekari Expense balance has been deducted by the attached amount. Read: How to top up Mekari Expense balance.

  3. Every transaction that has been successfully disbursed will be charged an administrative fee of Rp 2,500 per transaction, which will be directly deducted from your Mekari Expense balance. This administrative fee will be recorded with the tag XPM - Fee.
    Screenshot 2023-10-12 at 16.11.31.png

B. Recording Cash Advance Transactions

  1. If the cash advance transaction has been approved, the funds will be directly disbursed to the employee (auto disburse). This transaction will be recorded in the Expense Menu (Cost Menu) in Mekari Jurnal.
    Screenshot 2023-10-12 at 17.05.10.png

    - The journal entry will correspond to the account mapping you performed during the integration process.
    - Cash advance transactions recorded in Mekari Jurnal will automatically use the tag XPM - Cash Advance.
    - You can see detailed transaction information (requester name, employee ID, and cash advance submission detail link in Mekari Expense) in the Memo section.

  2. Here is an example of a journal entry for an approved cash advance transaction.
    Screenshot 2023-10-12 at 17.07.45.png

  3. If the employee has submitted an accountability report and that report has been approved, the general journal recorded in Mekari Jurnal will be as follows.
    Screenshot 2023-10-12 at 16.58.06.png

    - Cash advance transactions recorded in Mekari Jurnal will automatically use the tag XPM - Cash Advance.
    - You can see detailed transaction information (requester name, transaction number, and cash advance submission detail link in Mekari Expense) in the Memo section.
    - In the example image above, the account to be credited is Mekari Expense Balance, meaning your Mekari Expense balance has been deducted by the attached amount. Read: How to top up Mekari Expense balance.

  4. Every transaction that has been successfully disbursed will be charged an administrative fee of Rp 3,000 per transaction, which will be directly deducted from your Mekari Expense balance. This administrative fee will be recorded with the tag XPM - Fee.
    Screenshot 2023-10-12 at 17.11.03.png

C. Recording Business Trip Transactions

  1. If the business trip transaction has been approved, the funds will be directly disbursed to the employee (auto disburse). This transaction will be recorded in the Expense Menu (Cost Menu) in Mekari Jurnal.

    - The journal entry will correspond to the account mapping you performed during the integration process.
    - Business trip transactions recorded in Mekari Jurnal will automatically use the tag XPM - Trip Cash Advance.
    - You can see detailed transaction information (requester name, transaction number, and business trip submission detail link in Mekari Expense) in the Memo section.

  2. Here is an example of a journal entry for a business trip transaction.

    - In the example image above, the account to be credited is Mekari Expense Balance, meaning your Mekari Expense balance has been deducted by the attached amount. Read: How to top up Mekari Expense balance.

D. Recording Virtual Credit Number Transactions

  1. If a transaction using Virtual Credit has been approved, the funds will be directly disbursed to the employee (auto disburse). This transaction will be recorded in the Expense Menu (Cost Menu) in Mekari Jurnal.

    - The journal entry will correspond to the account mapping you performed during the integration process.
    - Virtual credit number transactions recorded in Mekari Jurnal will automatically use the tag XPM - Card.
    - You can see detailed transaction information (requester name, transaction number, and VCN submission detail link in Mekari Expense) in the Memo section.

  2. Here is an example of a journal entry for a virtual credit number transaction.

    - In the example image above, the account to be credited is Employee Receivables, meaning your virtual credit number balance has been deducted by the attached amount. (Also read: How to Create a Virtual Credit Number).