Topics covered in this article:

Multi-Currency

When multi-currency is enabled in your Sage Intacct account, we will export the output currency that is set in your Expensify policy. If the vendor or account in Sage Intacct is in a different currency, Intacct will do the conversion using the Intacct daily rate.

The only known issue with having multi-currency enabled in Sage Intacct is when exporting as charge card transactions. These cannot be exported at the top-level so you will need to select an entity in the configuration of your Expensify policy by going to Settings > Policies > Group > [Policy Name] > Connections > Configure. 

Tax

We are currently unable to support tax export with our Sage Intacct integration.

Expensify Not Displaying Customers/Projects

This is most likely a permissions issue. The resolution is to verify that the web services user (the user that "owns" the Sage Intacct connection in Expensify) has "Read-Only" permissions to the Accounts Receivable module in Sage Intacct. 

To do that, go to Company > Users > Subscriptions (for the web services user) > Permissions (for AR) > select the Read Only radio button option > Save. Then sync the Sage Intacct connection in Expensify (Settings > Policies > Group > [Policy Name] > Connections > Sync Now).

Exporting Negative Expenses 

In general, you can export negative expenses successfully to Intacct regardless of which Export Option you choose. The one thing to keep in mind is that if you have Expense Reports selected as your export option, the total of the report can not be negative.

Authentication Error

If you're receiving this error, first make sure that you're using the credentials for your xmlgateway_expensify web services user when attempting to connect your policy to Intacct. If you've ensured that your credentials are correct, you likely need to add Expensify to your company's Web Services authorizations. 

To do this, go to Company > Company Info > Security in Intacct and click Edit. Next, scroll down to Web Services authorizations and add "expensify" as a Sender ID:

Save this change and then try syncing or connecting your policy again.

Error Adding an Employee Email Address in Sage Intacct

You have two different Employees with the same email address set up. To resolve this, delete the duplicate employee in Sage Intacct then sync the connection in Expensify by going to Settings > Policies > Group > [Policy Name] > Connections > Sync Now

An employee email address cannot be added in the employee listing within in Sage Intacct (there is no email field). Instead, you need to add/edit the employee email address by going to Company > Contacts and searching for the employee in the list. 

Not Seeing User Application Subscriptions

In step one of the Sage Intacct setup guide, when you create a user in Sage Intacct and hit Save, you should be taken to a menu called User Application Subscriptions where you can set the user's permissions.

If you don't see this menu, then you'll need to create an Expensify "role". To do this in Sage Intacct:

  1. Go to Company > Roles > Add
  2. Name the role "Expensify"
  3. Give the role the following permissions:
  • Administration: All
  • Company: Read-only
  • Cash management: All
  • Time & Expense: All
  • Projects: Read-only (only required if you're going to be using Projects and Customers)

After you've done this, click Save.

Next, create the web services user with the following:

  • User ID: “xmlgateway_expensify"
  • Last name and First name: "Expensify"
  • Email address: your shared accounting team email address
  • User type: "Business"
  • Admin privileges: "Full"
  • Status: "Active"
  • Web services only: this box should be checked

Finally, select the "Permissions" tab and assign the new "Expensify" role to the new web services user you just created. Hit Save

Not Seeing the 'Time & Expenses' Module

In a role-based permissions setup, log into Sage Intacct and navigate to:

  • Company > Roles > Subscriptions (for your user role in Sage Intacct)
  • Check "Time & Expenses"
  • Click "Save"

Charge Card Configuration is Missing

You'll see this error if you're attempting to export non-reimbursable (company card) expenses to Sage Intacct and you haven't yet set up a credit card account (or credit card accounts). We export non-reimbursable expenses as charge card transactions, so it's required that you have these set up.

To set up charge card accounts in Sage Intacct:

  • Head to to to Cash Management > Open Setup >  "+" Charge Card Accounts
  • Mandatory fields should be: 
  1. ID (this is the name that will appear in the dropdown in Expensify, so use a name that you'll recognize!), 
  2. Type
  3. Payment Method (Credit)
  4. Expiration (you'll still need to fill this out but it doesn't matter in the case that you just have one roll up card account)
  5. Credit-card offset account (this is the account that's credited when the expense posts) 
  6. Default location (location you want transactions associated with), 
  7. Vendor ID (likely the bank/card vendor that you'll be paying)
  • Save
  • After this you'll go to Expensify > Settings > Policies > Group > [Policy Name] > Connections > Configure > Export > select the account that you'll want to use > "Save"

Note: If you have multiple credit card accounts, you'll need to follow the instructions on this page for configuring those (it's a slightly different process in Expensify).

Reports Going to 'Submitted' or 'Draft' State Instead of 'Approved' When Exported to Sage Intacct

Go to Sage Intacct > Time & Expenses > Configure Time & Expenses > uncheck "Enable expense report approval."

After this, in Expensify go to Settings > Policies > Group > [Policy Name] > Connections > Sync Now 

Company Card Expenses Exporting to the Wrong Account

There are a couple of factors that might cause your company card transactions to export to the wrong place in your accounting system. The first thing you'll want to do is make sure that the cards have been mapped to the correct accounts through domain control. Once that's been confirmed, double check the following:

Have the expenses in question been imported from a Company Card? 

Only expenses that have the Card/Lock icon next to them can use the export mapping settings that you configure through Domain Control. 

Expenses that have been imported from a card linked at the individual account level, expenses created from a SmartScanned receipt, and manually created cash expenses will export to the default account selected in your connection's configuration settings.

If the expenses that you are trying to export are SmartScanned receipt expenses that should have been merged with an imported Company Card expense, you can take some troubleshooting steps to determine why these expenses did not merge together automatically. 

Have you selected the correct export option in your Sync Options settings? 

Even if you have mapped your cards to specific accounts in Domain Control, you still need to select the appropriate export option under Settings > Policies > Group > [Policy Name] > Connections > Configure. For example, if you select specific Credit Card accounts for your cards in Domain Control, you need to be sure to select "Credit Card" as your non-reimbursable export option:

Is the report exporter a Domain Admin?

The user exporting the report must be a Domain Admin. You can check the Report History & Comments section near the bottom of an individual report to see who exported it. 

If your reports are being exported automatically by Concierge, the user listed as the Preferred Exporter under Settings > Policies > Group > [Policy Name] > Connections > Configure must be a domain admin as well. 

If the report exporter is not a domain admin, all company card expenses will export to the default account selected in the Non-Reimbursable section of your Export configuration settings under Settings > Policies > Group > [Policy Name] > Connections > Configure.

Has the card been mapped under the correct policy?

If you have multiple policies connected to the same accounting system, there will be a separate list of accounts displayed for each policy. Unless you choose an account listed under the same policy as the report you are exporting, expenses will export to the default account. 

How to Restrict Non-reimbursable Expenses From Exporting to Intacct

If you don't want to export any non-reimbursable expenses from Expensify to Intacct, you can take the following steps:

Go to Settings > Policies > Group > [Policy Name] > Connections > Configure and select Vendor Bills as your non-reimbursable export option.

In Intacct, we need to set up a Smart Rule. To do this go to Customization/Platform Services > Objects.

In the list find and click AP Bill

In the header click Smart Rules.

Click New Smart Rule

Select AP Bill from the dropdown list and click Next.

Select the type "Error"
Under Events select Add.
Use the condition: right({!APBILL.RECORDID!}, 2) != "NR"
The error message is up to you. This will populate in Expensify when a report is exported with non-reimbursable expenses.
Click Next.

The Smart Rule ID needs to start with a letter and can contain numbers, letters, and underscores only. 

The description field is optional.

Click Save and you're done! Expense reports containing non-reimbursable expenses will no longer export to Intacct.

Because the formula used is specific to the bill numbers used by Expensify, this won't affect any other vendor bill entries as long as the bill number doesn't end with "NR".

Why Can't I Export Without a Category Selected?

When connecting to Sage Intacct, the chart of accounts is pulled in to be used as categories on expense. Each expense is required to have a category selected within Expensify in order to export. 

Each category also has to be imported in from Sage Intacct, and cannot be manually created in the policy settings of Expensify.

Where Can I Find My Expenses?

Expenses will export based on the configurations selected in your policy settings. The configurations can be viewed by following Settings > Policies > Group > [Policy Name] > Connections > Configure > Export page.

Check out our Export Options page to learn more about how your expenses can be sent to Sage Intacct!

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