I am an Administrator - I manage my organisation's RIP account, users, and settings

Initial Set Up - first time login

How do I set up my company for the first time?

When your employer implements RIP Expenses, the nominated Admin User will receive an email from us inviting you to register. You then follow the instructions in the email, and the on-screen prompts, to log in for the first time and set the Admin Password. 

Once you’ve done this, your next tasks will be define company settings, set up your General Ledger (GL) expense codes and your integration to your accounting software (if applicable), your Bank Feeds (if applicable), organisation structure, and Users.

What is the “Admin User”?

Within RIP Expenses we define four user roles. The role the user is assigned to determines the functionality the user is able to access.

One user can be assigned up to four roles. These roles are: 

  1. A User is someone who spends/creates expenses. 

  2. An Expense Authoriser can view, edit, and authorise their assigned team’s receipts.

  3. An Account Manager can set up and manage the company’s RIP Expenses account including: 

    • The company’s expense organisation structure

    • The company’s expense authorisation hierarchy

    • Managing and adding users

    • Managing bank feeds (if applicable)

  4. The Admin User sits above all the other three roles, and has full permissions to make changes to all parts of your company’s RIP account. Security best practice is for this role to not be assigned to any one individual person - the reason being that it leaves the organisation vulnerable to the effects of phishing attacks. 

 We care about your company's data and cyber security. That’s why the Admin User has two login options. If you are the company Administrator, please only login as the Admin User when you need to change settings such as Accounting Integrations, User Permissions and Roles, or view the account audit logs. You should logout once you have ended this Admin session. For your own expenses management as a User of RIP Expenses, please login using your personal  user profile (this will be linked to your mobile number). Following these guidelines will reduce cyber-security risks for your company using RIP.

The Admin User is the profile to use when going through the initial set up process as it has full permissions.

What Settings do I need to define first?

The main settings that need attention are found under Administration.

  1. Log in to RIP Expenses as Admin

  2. Select Administration, then Settings.

  3. In the General tab, select your timezone.

  4. In the User Management tab, you can define controls around how Users can register.

  5. In the Security tab, you can define password complexity, and how the account lockout function should work.

  6. The Accounting Integrations tab will be controlled by the integration process described below - this can be left alone for now

  7. The Expense Compliance tab allows you define the approvals policy for your business. If you don’t require any approvals, you can leave this tab alone.

How do I set up our company’s General Ledger expense codes?

The easiest way to set up your GL codes is by direct integration between RIP Expenses and your accounting software. Currently we have direct integrations with MYOB and Xero, and are working on expanding this to other software providers. Please get in touch with us at support@ripglobal.com if you would like us to look at integrating directly with your accounting software provider.

To integrate your MYOB account:

  1. Log into RIP Expenses.

  2. From the menu bar, select Accounting Integrations.

  3. A list of Software Applications will be displayed, select Authorise Connection next to MYOB AccountRight.

  4. You’ll be taken to MYOBs Sign In page, enter your company’s MYOB login details and complete their Two-factor authentication process.

  5. Select the MYOB Company File you wish to integrate with and confirm your username and password. Note: If you’re selecting your own account to integrate with, it’s likely your username is “Administrator” and you’ll have no password.

  6. From the RIP Global Accounting Integrations page, select Options, next to MYOB AccountRight.

  7. From the options under Populate Your GL Codes from MYOB AccountRight select Fetch Accounts Codes as new GL Codes.

To integrate your Xero account:

  1. Log into RIP Expenses.

  2. From the menu bar, select Accounting Integrations.

  3. A list of Software Applications will display, select Authorise Connection next to Xero.

  4. Your browser will navigate to Xero’s Sign In page; enter your company’s Xero login details to authorise the transfer of data between your RIP Global and Xero Accounts.

  5. From the RIP Global Accounting Integrations page, select the Options button that will have appeared next to Xero.

  6. Select Fetch Accounts Codes as new GL Codes.

Non-integrated Accounting Software

For non-integrated accounting software, you’ll need to send us a CSV file of your GL code structure so we can import this to your RIP Expenses account.

How do I set up Bank Feeds for Reconciled Account Users?

To reconcile your expenses against card transactions, we need to set up transaction feeds through Banklink. Banklink is a service owned by MYOB, who work with over 100 banks and financial institutions throughout New Zealand and Australia to electronically supply reliable, accurate and timely transaction data. Bank feeds are bank authorised so a user never has to share their personal bank data. RIP are also committed to keeping bank data secure with no one but the user having access to it. 

Because we can’t access any transactions data from prior to the Bank Feeds going live, we strongly recommend that the Bank Feeds be set up before the Users are set up in RIP Expenses.

To set up Bank feeds, your bank needs to authorise the release of each card’s transaction data to RIP. This is the process to organise the bank feeds:

  1. RIP Global will provide you with a partially completed template for Users to authorise the release of their transactions. 

  2. Your company account manager will need to send the template to each of the reconciled Users for completion. Users will need to provide their name, Account or Credit Card number, date & Signature.

  3. Once these forms have been completed, they need to be submitted to Banklink, who will liaise with your bank to release the transaction data. Forms are uploaded to Banklink’s secure portal at  https://apply.bankfeeds.myob.com/Forms/Portal .Your company can choose whether your Users upload their own forms individually, or whether the Account Manager collects the forms and collectively uploads them to the portal.

  4. We’ll let you know when the bank feeds request has been authorised by the bank and is ready to use. This may take up to three weeks from the date Banklink receive the completed form. Because we can’t access any transactions data from prior to the Bank Feeds going live, we strongly recommend that the Bank Feeds be set up before the Users are set up in RIP Expenses.

  5. Once the feeds are authorised, the account/card for reconciliation can be added to the relevant User’s details in RIP Expenses, as part of the User set up process - see below. RIP Global will provide you with a list of Banklink references to identify individual Users’ Credit Cards to finalise the User Set Up process.

How do I set up my colleagues as RIP Users?

The first thing to do before adding Users is defining your organisation structure. This way, we can ensure the correct matching of Users’ expenses flow to the defined Authoriser(s) for approval.

In RIP Expenses, an Organisation Unit refers to a company department or division, for example Sales, or Finance. Under each Organisation Unit, you can create an organisational tree structure by creating Sub-Units, for example regional sales offices sitting under the Sales Root Unit. This structure should match the approval rules in your business.

To start building the Organisational Structure:

  1. Log into RIP Expenses.

  2. From the menu bar, select Administration.

  3. From the menu options, select Organisation Units.

  4. Select the Add root unit and type in the Name of the Business Unit.

  5. Use the drop-down arrow next to the Organisation unit you have just created to Add Sub Unit.

  6. Continue to use the drop-down arrow next to the applicable organisation unit to Add SubUnits and grow your organisation tree.

Once your organisation structure has been defined in RIP Expenses, you can invite your users to join. 

Adding new Users

Within RIP Expenses we define four user roles. The role the user is assigned to determines the functionality the user is able to access.

One user can be assigned up to four roles. The four roles are:

  1. A User is someone who spends/creates expenses. 

  2. An Expense Authoriser can view and edit, and authorise their assigned team’s receipts.

  3. An Account Manager can set up and manage the company’s RIP Expenses account including the company’s expense organisation structure, expense authorisation hierarchy, GL codes, manage and add users, and bank feeds (if applicable).

  4. The Admin User sits above all the other three roles, and has full permissions to make changes to all parts of your company’s RIP account. Security best practice is for this role to not be assigned to any one individual person - the reason being that it leaves the organisation vulnerable to the effects of phishing attacks. 

New users will automatically receive a "Please Register” email from RIP with their RIP Expenses username and temporary password so they can complete their registration (please ensure you have set up the organisation tree before adding users). 

You add users by following these steps: 

  1. Log into RIP Expenses.

  2. From the menu bar, select Administration, then from the menu options, select Users.

  3. From the top right hand corner select Create new user.

  4. Fill in the user’s details within the User Information tab.

  5. In the Roles tab, tick which role(s) the user needs to fulfill (as per above description) 

  6. In the Organisation Units tab, tick the box(es) that the user fits within the organisation. This defines where they sit in the organisation, who approves their expenses, and who they can approve (if applicable).

  7. If the user is an Out of Pocket expense user , you can leave the Bank Details tab blank, and Click Save to finish setting up the User. The user's details will then appear on the user list awaiting their details to be verified via the user registration process. 

  8. If the user spends using a company card, in the Bank Details tab tick the “Has been issued a Corporate / Company Card (for Expenses)” box. 

  9. The “Account number in your accounting software” field refers to the Chart of Account reference from within your Accounting Software that aligns with spending from that company card. 

    1. In MYOB, this is referred to as an “Account Number” in the format X-XXXX

    2. In Xero, this is a four digit reference for Credit Cards; and for Cards that directly debit a Bank Account, it will be the full Bank Account number.

    3. Other Accounting Software systems will likely have unique formatting requirements - check this carefully before inputting this information.

  10. If you reconcile your expenses within your Accounting Software, you can leave the Reconcile Account box unticked, and click Save to finish setting up the User. The user's details will then appear on the user list awaiting their details to be verified via the user registration process. 

  11. If you need to reconcile the expenses within RIP Expenses prior to exporting to the Accounting Software, tick the Reconcile Account checkbox.

  12. If the User has a card that directly debits a company bank account (not a Credit Card), leave the Is this a credit card box unticked, and enter the matching bank account number in the Account number field. Click Save to finish setting up the User. The user's details will then appear on the user list awaiting their details to be verified via the user registration process. 

  13. If the user has a company Credit Card, tick the Is this a credit card box, and enter the BankLink Reference Number for this credit card into the Banklink field (we will provide this as part of the onboarding process - see Bank Feeds information above). Click Save to finish setting up the User. The user's details will then appear on the user list awaiting their details to be verified via the user registration process. 

You’ll also need to ensure that your Users are set up in your Accounting Software so your Out Of Pocket users can be reimbursed, and your Corporate Card holders’ expenses can be correctly accounted for.

Set up RIP Expense users as a Supplier in MYOB AccountRight

Before you export expense reports to MYOB for reimbursement, each of your RIP Expenses users needs to be set up as a Supplier in your MYOB account. To do this you need to create an MYOB Supplier for each RIP Expense user which is a record that contains the relevant details of the individual team member. This is so your Out Of Pocket users can be reimbursed, and your Corporate Card holders’ expenses can be correctly accounted for.

Create a Supplier Card by following the steps below in MYOB:

Sign in to your MYOB AccountRight account.

  1. Go to the Card File command centre and click Cards List. The Cards List window appears.

  2. Go to the Supplier tab, and click +New

  3. Select Individual as the Designation of the card, and complete the profile details of the individual user. Add the user’s RIP ID in the Code ID field. Note: The user’s RIP ID is listed on the Users table within RIP Expenses (Administration / Users).

  4. For Out of Pocket expense users, click the Payment Details tab to enter your user’s personal bank account details so you can reimburse them electronically. 

  5. For Corporate Card holders, an MYOB expense account number must be filled in (“Administration → Users → Actions → Edit → Bank Details”). This account number will typically look the same as a GL Code number used for expenses (five digits in the form X-YYYY).

If your expense users are already set up in MYOB as Suppliers, they will need to be edited to include the RIP ID under the MYOB Code ID field. 

 To learn more about Supplier cards in MYOB AccountRight visit MYOB’s Support Centre.

Set up RIP Expense users as a Contact in Xero

Before you export expense reports to Xero for reimbursement, each of your RIP Expenses users need to be set up as a Contact in your Xero  account. To do this you need to create Xero Contact for each RIP Expense user which is a record that contains the relevant details of the individual team member. This is so your Out Of Pocket users can be reimbursed, and your Corporate Card holders’ expenses can be correctly accounted for. 

  1. In your Xero Dashboard, at the tab bar along the top of the screen, visit Contacts All Contacts

  2. Click on the green Add Contact button

  3. Enter the relevant contact information. The minimum information required is Contact Name and Primary Person (First & Last Name)

  4. Click on Add account number and add the user’s RIP ID. Note: The user’s RIP ID is listed on the Users table within RIP Expenses (Administration / Users).

  5. Enter the user’s nominated bank account number under Bank Details, with no spaces or hyphens. For Out of Pocket users (those who need reimbursement), this is their personal bank account they will be reimbursed to. For Corporate Card users, this is their Card number.

  6. Click Save 

For Expense users already set up in Xero as a Contact; their details will need editing to link their RIP ID under their Account number.

To learn more about setting up Contacts in Xero, visit Xero’s Support Centre

How do I make sure RIP matches our internal policies?

Watch this space - we are currently building functionality that will allow a company to define rules for expensing, and highlight out of policy spend to Authorising Managers.

Changes to your RIP Account and/or Users

How do I change a User’s details?

Account Managers can make changes to a Users details, role defined in RIP Expenses, position within the organisation structure, and Bank details. These are all accessed by:

  1. Log into RIP Expenses.

  2. From the menu bar, select Administration, then from the menu options, select Users.

  3. If necessary, you can use the search bar to find a specific User in the list of Users.

  4. On the left of the User’s name, click Actions, and then Edit.

  5. Now you can navigate the different tabs (User Information, Roles, Organisation Units, and Bank Details) and make the changes you need. 

  6. Once finished, click Save.

How do I change a User’s permissions?

When you define a User’s role within RIP Expenses, they will be assigned a default set of permissions for what that User can do or change within RIP. You can:

  • change their Role (see above instructions for changing User details)

  • customise what these permissions are (i.e. add or remove specific permissions, without changing their defined Role). 

This level of change must be managed by an Admin User.

To customise their permissions:

  1. Log into RIP Expenses as the Admin User.

  2. From the left menu bar, select Administration, then from the menu options, select Users. You can use the search bar to find a specific User in the list of Users.

  3. On the left of the User’s name, click Actions, and then Permissions.

  4. You will be able to see which boxes are ticked, indicating that permission is enabled for that User. 

  5. To add a new Permission, tick the relevant box. To remove a Permission, untick the relevant box.

  6. If you want to reset the Permissions to the default settings for that User role, click Reset special permissions.

  7. Once you are happy with the permissions you have assigned, click Save.

How do I Delete a User?

Account Managers can permanently delete Users. To do this:

  1. Log into RIP Expenses.

  2. From the menu bar, select Administration, then from the menu options, select Users.

  3. You can use the search bar to find a specific User in the list of Users.

  4. On the left of the User’s name, click Actions, and then Delete.

  5. Click Yes to confirm.

How do I make changes to my Organisation Structure?

You may need to create new areas in your business as it grows or changes. To make sure your Users’ expenses are being monitored and approved by the relevant people, you can easily make changes to the Organisation Structure in RIP Expenses.

  1. Log into RIP Expenses.

  2. From the menu bar, select Administration.

  3. From the menu options, select Organisation Units.

  4. To add a new department - select the Add root unit and type in the Name of the organisation unit.

  5. To add a new sub unit, use the drop-down arrow next to the relevant parent organisation unit and click Add Sub Unit.

To delete a unit or sub unit, use the drop-down arrow next to the relevant unit or sub unit, and click Delete, and then Yes to confirm. Note - deleting a unit will delete all sub units below it in the organisation structure as well.

Tom Everton