Follow the steps below to connect Sage Intacct using role-based permissions and export as Vendor Bills.
Checklist of items to complete:
- Create web services user and setup permissions
- Enable Customization Services (only applicable if you don't already use Platform Services)
- Create test policy and download Expensify Package
- Upload the Package in Sage Intacct
- Enter credentials and connect Expensify and Sage Intacct
- Configure integration sync options
- Export a test report
- Connect Sage Intacct to production policy
Step 1: Create a web services user with role-based permissions
- In Sage Intacct > Company > click on orange "+" button next to Roles
- Name the role > Save
- Go to Roles > Subscriptions for the "Expensify" role you just created
- Set the permissions for this role by clicking the checkbox and then clicking on the Permissions hyperlink
These are the permissions this role needs to have when exporting reimbursable expenses as Vendor Bills:
- Administration (All)
- Company (Read-only)
- Cash Management (All)
- General Ledger (All)
- Accounts Payable (All)
- Projects (Read-only) (only required if you're going to be using Projects and Customers)
Now, you'll need to create a web services user and assign this role to that user.
- Company > click on orange "+" button next to Users
Set up the user like the screenshot below, making sure to do the following:
- User ID: “xmlgateway_expensify"
- Last name and First name: "Expensify"
- Email address: your shared accounting team email
- User type: "Business"
- Admin privileges: "Full"
- Status: "Active"
- Web services only: this box should be checked
- To assign the role, go to Roles Information
- Click on the plus > find the "Expensify" role > Save
Step 2: Enable Customization Services (only applicable if you don't already use Platform Services)
To enable, go Company > Subscriptions > Customization Services (if you already have Platform Services enabled, you will skip this step).
Step 3: Create a test policy in Expensify and download Expensify package
The test policy will be used as a sandbox environment where we can test before going live with the integration. If you're already using Expensify, creating a test policy will ensure that your existing company policy rules, approval workflow, etc remain intact. In order to set this up:
- Go to expensify.com > Admin > New Policy
- Name the policy something like "Sage Intacct Test Policy"
- Go to Connections > Sage Intacct > Connect to Sage Intacct
- Select Create a new Sage Intacct connection
- Select Download Package (All you need to do is download the file. We'll upload it from your Downloads folder later.)
Step 4: Upload Package in Sage Intacct
If you use Customization Services:
- Customization Services > Packages > New Package > Choose File > select the Package file from your downloads folder > Import
If you use Platform Services:
- Platform Services > Packages > New Package > Choose File > select the Package file from your downloads folder > Import
Step 5: Enter credentials and connect Expensify and Sage Intacct
Now, go back to Expensify > Admin > [Policy Name] > Connections > Configure > Connect to Sage Intacct enter the credentials that you've set for your web services user. Click Send once you're done.
Step 6: Configure integration sync options
Once you successfully connect, you'll be prompted to configure the Sage Intacct integration settings.
By default, we enable Departments, Locations and Classes for the employee's Sage Intacct employee default, but you can feel free to configure this section as you like.
Step 7: Export a test report
We suggest that you create an export a couple of test reports prior to going live with the integration. If you run into any errors in this process, check out our troubleshooting guide and if you're still having trouble, reach out to us via the messenger icon at the bottom right hand corner of the site.
Step 8: Connect Sage Intacct to production policy
After you've successfully exported a test report, you are ready to go live with the integration! If you're currently using Expensify in a different policy, you'll do steps 8 and 9 again to connect Sage Intacct to that policy.
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