Balance Accounts
This page explains the balancing accounts the app uses when generating journal lines. These fields are in the G/L Integration Setup group on the Certify Setup card.
The Two Balance Accounts
The app uses two balancing accounts for two different purposes:
| Setting | Used for | Account types |
|---|---|---|
| Expense Balance Account | The balancing side of the expense line when the expense was not paid on a mapped corporate card. | G/L Account or Bank |
| Reimburse Balance Account | The balancing side of the reimbursement line that pays the employee/vendor back. | G/L Account or Bank |
Each has a type (G/L Account or Bank) and a number. The number lookup adapts to the type you choose: a G/L account number for the G/L type, or a bank account number for the Bank type.
Expense Balance Account
When an expense line is generated, it debits the mapped expense G/L account. The balancing credit needs somewhere to go:
- If the line was paid on a mapped corporate card, the balancing account comes from the card's mapping instead (see Credit Card Mapping). The setup-level Expense Balance Account is not used for those lines.
- Otherwise, the balancing account is the Expense Balance Account from setup.
Set this to the clearing or holding account your finance team uses for expenses that are not tied to a specific corporate card.
Reimburse Balance Account
When a reimbursement line is generated, it credits the employee or vendor (the amount you owe them). The Reimburse Balance Account provides the balancing side of that reimbursement entry.
This applies both to per-line reimbursement lines and to the single aggregate reimbursement line when Aggregate employee payment is enabled.
Choosing G/L Account vs. Bank
- Choose G/L Account to balance against a clearing, liability, or holding G/L account. Reimbursement is then typically paid later through the normal Business Central payment process.
- Choose Bank to balance directly against a bank account — appropriate when the journal itself represents the payment.
Example
A reimbursable meal of 25.00 paid personally by the employee produces:
| Line | Account | Debit | Credit |
|---|---|---|---|
| Expense | Meals G/L account | 25.00 | |
| Expense balancing | Expense Balance Account | 25.00 | |
| Reimbursement | Employee/Vendor | 25.00 | |
| Reimbursement balancing | Reimburse Balance Account | 25.00 |
(Exact debit/credit signs depend on your account setup; the app posts the line amount and the negative reimbursable amount as described in Reimbursements and Company-Paid.)