For this setup guide, we're going to walk you through how to get your connection up and running as Vendor Bills with user-based permissions.
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 user-based permissions
Note: If the steps in this section look different in your Sage Intacct instance, you likely use role-based permissions. If that's the case, see the steps below on creating a web services user for role-based permissions.
We require that you set up a web services user to connect to Sage Intacct. This makes it easy to track the activity for this user in Sage Intacct (i.e. to see when you've exported expense reports and credit card charges to Sage Intacct from Expensify) and to ensure continuity whenever a person leaves or joins your accounting department. Please set up the web services user by following the steps below (Note: you won't be charged for the user):
In Sage Intacct > 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
Once you've created the user, you'll need to set the correct permissions. To set those, go to the subscription link for this user in the user list, click on the checkbox next to the Application/Module and then click on the Permissions link to modify those.
These are the permissions the user needs to have if exporting reimbursable expenses as Vendor Bills:
- Administration (All)
- Company (Read-only)
- Cash Management (All)
- General Ledger (All)
- Accounts Payable (All)
- Projects (Read-only) (required if you're going to be using Projects and Customers)
Notice in the screenshot below that selecting the radio button next to the Permission you want > Save will set the permission for that particular Application/Module.
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 5 and 6 again to connect Sage Intacct to that policy.
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