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For multi-entity environments, you'll find a dropdown at the top of the sync options menu where you'll have the option of syncing with the top-level or a specific entity in your Sage Intacct instance. If you sync at the top level, we pull in employees and dimensions that are shared at the top level and export transactions to the top level. Otherwise, we sync information with the entity.

Auto-Sync

How does auto-sync work?

With auto-sync for Sage Intacct, when a non-reimbursable report is final approved in Expensify, we will automatically queue it for export to Sage Intacct. However, if a withdrawal account has been added for ACH reimbursement, any reimbursable expenses will be auto-synced to Sage Intacct when the report is either marked as reimbursed or enabled for reimbursement.

What happens if the report can't be exported to Sage Intacct automatically?

There are a number of reasons why your reports may fail to export to Sage Intacct. Before, the preferred exporter would receive an email, outlining the issue and any specific error messages. Now, any error messages preventing the export from taking place will also be placed in the Report History and Comments section of the report. 

The report will also be placed in the preferred exporter’s Inbox, where they can fix any issues. Need any help? Check out our Sage Intacct Export Errors page and export manually.

How can I make sure that I final approve reports before they're exported to Sage Intacct?

You'll want to make sure that your policies are set up with the correct workflow, so that they are reviewed by the appropriate people within Expensify before exporting to Sage Intacct. We have some examples of workflow in our help documentation, to help guide you through defining your own workflow.

You may also want to enable the option to strictly enforce expense policy workflows, as this will make sure that your policy's workflow is always followed. This setting is found by navigating to Settings > Policies > Groups > [Policy Name] > People

Invite Employees

Enabling Invite Employees will add your employees automatically to your policy and create an Expensify account for them if they don't have one. If you have Domain Control enabled on your account, you'll have to make sure that the Expensify account connected to Sage Intacct is an admin on your domain. 

When Import Sage Intacct approvals is enabled, we will automatically set each user's manager listed in Sage Intacct as their first approver. If no manager exists in Sage Intacct, the approver can be set in the Expensify People table. You can also add a second level of approval to your Sage Intacct integration by setting a final approver in Expensify.

Please note that if you need to add or edit an optional final approver, you will need to select the “Manager Approval” option in the workflow.

Below you can find more information on the specific setups:

  1. Basic Approval - All users submit to one user.
  2. Manager Approval - Each user submits to the manager (imported from Sage Intacct). Each manager forwards to one final approver. Please note that the final approver is an optional field.
  3. Configure Manually - Import employees only

Sync Reimbursed Reports

When using Expensify ACH,  reimbursable reports exported to Intacct are exported as Vendor Bills to the default Accounts Payable account set in your Intacct Accounts Payable module configuration or as Expense Reports to the Employee Liabilities account in your Time & Expenses module configuration. When ACH reimbursement is enabled, the Sync Reimbursed Reports feature will additionally export a Bill Payment to the selected Cash and Cash Equivalents account listed here. 

If Auto-Sync is enabled, the payment will be created when the report is reimbursed, otherwise it will be created the next time you you manually sync the policy. Intacct requires that the target account for the Bill Payment be a Cash and Cash Equivalents account type; if you aren't seeing the account you want in that list, please first confirm that the category on the account is Cash and Cash Equivalents.

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