Mekari Expense can be integrated with Mekari Jurnal to synchronize company expense transactions. Through this integration, various transactions in Mekari Expense, such as Bills, Cards, Fee, Balance, Reimbursement, and Cash Advance, can be posted to Mekari Jurnal based on the mapped accounts.
Important
Make sure the following requirements are met before performing the integration:
1. The user has access to integrate with Mekari Jurnal.
2. The company account has been integrated with Mekari Jurnal.
3. The Mekari Expense account has been mapped to the Mekari Jurnal account.
In the following explanation, you will learn how the Mekari Expense and Mekari Jurnal integration works, as well as the transactions that will be synchronized to Mekari Jurnal.
1. Details of Claims Transactions and Their Integration with Mekari Jurnal
a. Reimbursement Transactions
| Transaction Type | Display in Mekari Expense | Jurnal’s Expense Post (Expense Recording in Jurnal) | Jurnal Entry |
| Domestic | Reimbursement |
1. Pay from: Mekari Expense balance 2. Status: Paid 3. Expense account: [Category account] 4. Tag: XPM - Reimbursement |
1. Debit: [Category account] 2. Credit: Mekari Expense balance |
| International | Reimbursement Under payment: The company disburses funds to the employee in USD (using the real-time exchange rate). |
Pay from: Mekari Expense balance Status: Paid Expense account: [Category account] Tag: XPM - Reimbursement |
Debit: [Category account] Credit: Mekari Expense balance |
Image Description for Domestic Transactions
The following is an example of the transaction display and recording in Mekari Expense and Mekari Jurnal for a Domestic transaction:
-
Display on the Mekari Expense Page
Display in Jurnal’s Expense Post (Expense Recording in Jurnal)
The following is an example of the Domestic transaction recording on the Mekari Jurnal page. The numbers in the image refer to the information described in the “Expense Recording in Jurnal” column under the ‘Domestic’ category in the table above.-
Display in Jurnal Entry
The following is an example of the Jurnal Entry display on the Mekari Jurnal page. The numbers in the image refer to the information described in the “Jurnal Entry” column under the ‘Domestic’ category in the table above.
Image Description for International Transactions (Multi-Currency)
The following is an example of the transaction display and recording in Mekari Expense and Mekari Jurnal for a Multi-Currency transaction:
-
Display on the Mekari Expense Page
Display in Jurnal’s Expense Post (Expense Recording in Jurnal)
The following is an example of the International transaction recording on the Mekari Jurnal page. The numbers in the image refer to the information described in the “Expense Recording in Jurnal” column under the ‘International’ category in the table above.Display in Jurnal Entry
The following is an example of the Jurnal Entry display on the Mekari Jurnal page. The numbers in the image refer to the information described in the “Jurnal Entry” column under the ‘International’ category in the table above.
b. Cash Advance Transactions
| Transaction Type | Display in Mekari Expense | Jurnal’s Expense Post | Jurnal Entry |
| Domestic |
Variance = 0 The Request amount is equal to the Report amount. |
Pay from: [Account receivables] Status: Paid Expense account: [Category account] Tag: XPM - Cash advance |
[Request] Debit: [Account receivables] Credit: Mekari Expense balance [Settled] Debit: [Category account] Credit: [Account receivables] |
|
Refund to company The Request amount is greater than the Report amount. |
Pay from: [Account receivables] Status: Paid Expense account: [Category account] Tag: XPM - Cash advance |
[Request] Debit: [Account receivables] Credit: Mekari Expense balance [Settled] Debit: [Category account] Credit: [Account receivables] [Refund] Debit: Mekari Expense balance Credit: [Account receivables] | |
|
Disburse to employee The Request amount is less than the Report amount, with force settlement. |
Pay from: [Account receivables] Status: Paid Expense account: [Category account] Tag: XPM - Cash advance |
[Request] Debit: [Account receivables] Credit: Mekari Expense balance [Settled] Debit: [Category account] Credit: [Account receivables] | |
|
Disburse to employee The Request amount is less than the Report amount. |
Pay from: [Account receivables] Status: Paid Expense account: [Category account] Tag: XPM - Cash advance |
[Request] Debit: [Account receivables] Credit: Mekari Expense balance [Settled/Add’l reimburse] Debit: [Category account] Credit: [Account receivables] and Mekari Expense balance | |
| International |
Variance = 0 The Request amount is equal to the Report amount. |
Pay from: [Account receivables] Status: Paid Expense account: [Category account] Tag: XPM - Cash advance Disbursement is made in a foreign currency using the IDR Wallet balance |
[Request] Debit: [Account receivables] Credit: Mekari Expense balance [Settled] Debit: [Category account] Credit: [Account receivables] |
|
Refund to company The Request amount is greater than the Report amount. |
Pay from: [Account receivables] Status: Paid Expense account: [Category account] Tag: XPM - Cash advance Disbursement is made in a foreign currency Refund is made in IDR using the IDR Wallet balance |
[Request] Debit: [Account receivables] Credit: Mekari Expense balance [Settled] Debit: [Category account] Credit: [Account receivables] [Refund] Debit: Mekari Expense balance Credit: [Account receivables] | |
| Disburse to employeeThe Request amount is less than the Report amount, with force settlement. |
Pay from: [Account receivables] Status: Paid Expense account: [Category account] Tag: XPM - Cash advance Disbursement is made in a foreign currency using the IDR Wallet balance |
[Request] Debit: [Account receivables] Credit: Mekari Expense balance [Settled] Debit: [Category account] Credit: [Account receivables] | |
| Disburse to employeeThe Request amount is less than the Report amount. |
Pay from: [Account receivables] Status: Paid Expense account: [Category account] Tag: XPM - Cash advance Disbursement is made in a foreign currency using the IDR Wallet balance |
[Request] Debit: [Account receivables] Credit: Mekari Expense balance [Settled/Add’l reimburse] Debit: [Category account] Credit: [Account receivables] and Mekari Expense balance |
Image Description for Domestic Transactions
The following is an example of the transaction display and recording in Mekari Expense and Mekari Jurnal for a Domestic transaction:
-
Cash Advance with Variance = 0
For example, you submit a cash advance request of IDR 50,000 for Transportation, and the funds have been disbursed. You have also submitted a settlement report. In this case, all the funds have been used and there is a disbursement fee of IDR 3,000.
Display
(Display on the Mekari Expense page)
(Display on the Jurnal’s Expense Post page)
(Display on the Jurnal Entry page)
(Display when the settlement is complete and the transaction is recorded as a debit to Employee Receivables and a credit to Mekari Expense Balance)
(Transaction journal display after the fee of IDR 3,000 is recorded)
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Cash Advance with a Refund Variance of IDR 10,000
For example, you submit a cash advance request of IDR 50,000 for Transportation, and the funds have been disbursed. You have also submitted a settlement report. In this case, the user only uses IDR 40,000, so the excess funds of IDR 10,000 must be returned to the company. In addition, there is a disbursement fee of IDR 3,000.
(Display on the Mekari Expense page)
(Display on the Jurnal’s Expense Post page)
(Display on the Jurnal Entry page)
(Display when the refund is complete and the transaction is recorded as a debit to Mekari Expense Balance and a credit to Account Receivables)
(Transaction journal display after the fee of IDR 3,000 is recorded)
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Cash Advance with a Reimbursement Variance of IDR 10,000, Force Settlement
For example, you submit a cash advance request of IDR 50,000 for Transportation, and the funds have been disbursed. The user has also submitted a settlement report. In this case, the user spends IDR 60,000, which is greater than the disbursed amount, so the company must disburse the difference of IDR 10,000 to the user. In addition, there is a disbursement fee of IDR 3,000.(Display on the Mekari Expense page)
(Display on the Jurnal’s Expense Post page)
(Display on the Jurnal Entry page)
(Transaction journal display after the fee of IDR 3,000 is recorded)
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Cash Advance with Additional Reimbursement to the User
The user submits a cash advance request of IDR 50,000 for Transportation, and the funds have been disbursed. The user has also submitted a settlement report. In this case, the user spends IDR 60,000, which is greater than the disbursed amount, so the company must provide an additional reimbursement of IDR 10,000 to the user. In addition, there is a disbursement fee of IDR 3,000.
(Display on the Mekari Expense page)
(Display on the Jurnal’s Expense Post page)
(Display on the Jurnal Entry page)
(Transaction journal display after settlement is complete, with debit and credit records)
Image Description for International Transactions (Multi-Currency)
The following is an example of the transaction display and recording in Mekari Expense and Mekari Jurnal for an International transaction:
(Display on the Jurnal’s Expense Post page)
(Display on the Jurnal Entry page)
Variance Scenarios for Multi-Currency Transactions
Variance = 0: The user receives a cash advance of 150 AUD and uses the entire amount for settlement (150 AUD). There is no difference to be returned or paid.
Variance – Refund to Company: The user receives a cash advance of 150 AUD, but uses only 50 AUD. The user must return 100 AUD to the company.
Variance – Disburse to Employee: The user receives a cash advance of 150 AUD, but uses 200 AUD. The company must pay an additional 50 AUD to the user.
Exchange rate: All transactions use the specified exchange rate of IDR 12,500/AUD, even though the real-time exchange rate is IDR 11,900/AUD.
2. Details of Trips Transactions and Their Integration with Mekari Jurnal
a. Reimbursement Transactions
| Transaction Type | Display in Mekari Expense |
Jurnal’s Expense Post (Expense Recording in Jurnal) | Journal Entry |
| Reimbursement | — |
Pay from: Mekari Expense Balance Status: Paid Expense account: [Category account] Tag: XPM - Trip Reimbursement |
Debit: [Category account] Credit: Mekari Expense Balance |
Image Description for Trips Reimbursement Transactions
The following is an example of the transaction display and recording in Mekari Expense and Mekari Jurnal for a Trip Reimbursement Request and Report transaction:
Display on the Mekari Expense page
1. Trip Request
2. Trip Report
The user does not submit a cash advance. After the trip is complete, the user can submit a reimbursement request through the Report Form.
Display on the Jurnal Page
(Display on the Jurnal’s Expense Post page)
(Display on the Journal Entry page)
Display on the Jurnal Page when the Request amount differs from the Settlement amount
(Display on the Jurnal’s Expense Post page)
(Display on the Journal Entry page)
b. Cash Advance Transactions
| Transaction Type | Display in Mekari Expense | Jurnal’s Expense Post | Journal Entry |
| Cash Advance |
Variance = 0
The Request amount is equal to the Report amount. |
Pay from: Mekari Expense Balance Status: Paid Expense account: [Category account] Tag: XPM - Cash Advance |
[Request] Debit: [Account receivables] Credit: Mekari Expense Balance [Settled] Debit: [Category account] Credit: [Account receivables] |
| Cash Advance |
Refund to company
The Request amount is greater than the Report amount. |
Pay from: [Account receivables] Status: Paid Expense account: [Category account] Tag: XPM - Cash Advance |
[Request] Debit: [Account receivables] Credit: Mekari Expense Balance [Settled] Debit: [Category account] Credit: [Account receivables] [Refund] Debit: [Account receivables] Credit: Mekari Expense Balance |
| Cash Advance |
Disburse to employee
The Request amount is less than the Report amount. |
Pay from: [Account receivables] Status: Paid Expense account: [Category account] Tag: XPM - Cash Advance |
[Request] Debit: [Account receivables] Credit: Mekari Expense Balance [Settled/Add'l reimburse] Debit: [Category account] Credit: [Account receivables] and Mekari Expense Balance |
Image Description for Trips Cash Advance Transactions
The following is an example of the transaction display and recording in Mekari Expense and Mekari Jurnal for a Cash Advance Request, Disbursed, and Trip Report transaction:
Display on the Mekari Expense Page
1. Request
2. Disbursed
3. Report
- Variance = 0
The condition when the actual expense amount is equal to the reported amount. Refund to the company:
The Request amount is greater than the Report amount, so the user must return the difference to the company.
1. Submit report
2. Approved
4. Additional reimbursements to employees:
The Request amount is less than the Report amount, so the company must pay the difference to the user.
i. Submit report
ii. Approved
Display on the Mekari Jurnal Page
1. Cash Advance Request
(Display on the Journal Entry page)
2. Cash Advance Report
(Display on the Jurnal’s Expense Post page)
(Display on the Journal Entry page)
Display on the Jurnal Page when the Request amount differs from the Settlement amount
-
Cash Advance when Variance = 0
(Display on the Jurnal’s Expense Post page)
(Display on the Journal Entry page)
Cash Advance when it needs to be Disbursed to the employee
(Display on the Jurnal’s Expense Post page)
(Display on the Journal Entry page)
-
Cash Advance when the Variance needs to be Refunded to the Company
(Display on the Jurnal’s Expense Post page)
(Display on the Journal Entry page)
3. Details of Cards Transactions and Their Integration with Mekari Jurnal
| Transaction Type |
Jurnal’s Expense Post (Expense Recording in Jurnal) | Journal Entry |
| Creation | - |
Debit: Mekari Expense balance Credit: [Account receivables] Tag: XPM - Card Status: Closed |
| Top up | - |
Debit: [Account receivables] Credit: Mekari Expense balance Tag: XPM - Card Status: Closed |
| Card transaction |
Pay from: [Account receivables] Status: Paid Beneficiary: Mekari Expense Tag: XPM - Card |
Debit: Mekari Expense Credit: [Account receivables] |
| Card deactivation | - |
Debit: Mekari Expense balance Credit: [Account receivables] Tag: XPM - Card Status: Closed |
Image Description for Cards Transactions
The following is an example of the transaction display and recording in Mekari Jurnal for Cards transactions:
-
Top up
(Journal Entry display)
-
Card Transaction
(Journal Entry display)
Card Deactivation
(Journal Entry display)
4. Details of Bills Transactions and Their Integration with Mekari Jurnal
The Bills menu handles integration and synchronization with Jurnal differently. You need to map the accounts for each transaction through the Transaction List on the Integrations page. After clicking "Sync to Journal", you can map the following fields:
(Jurnal’s Expense Post display)
(Journal Entry display)
5. Details of Balance Top-Up and Its Integration with Mekari Jurnal
| Transaction Type | Journal’s Expense Post | Journal Entry |
| Balance | Top up |
Debit: Mekari Expense balance Credit: Bank account Tag: XPM - Top up Status: Closed |
Image Description for Balance Top-Up
The following is an example of a Balance Top-Up display and its recording in Mekari Jurnal:
(Journal Entry display)