The Sage Intacct Data Sync allows you to automatically synchronise reference data from Sage Intacct into ExpenseIn, helping keep your Admin area up to date and reducing the need for manual updates.
This optional feature of the Sage Intacct integration allows you to continue posting expenses and invoices to Sage Intacct as normal.
To use the Sage Intacct Data Sync, it must be enabled and configured in the ExpenseIn Admin area. See our Configure Sage Intacct Data Sync Help Article for setup steps.
Note: You can disable all or part of the Data Sync configuration at any time.
How the Sage Intacct Data Sync works
The Sage Intacct Data Sync is one-way:
Changes made in Sage Intacct update ExpenseIn.
Changes made in ExpenseIn do not update Sage Intacct.
If a change is made directly in ExpenseIn to a field included in the sync, it will be overwritten at the next sync unless the same change is also made in Sage Intacct.
Sync requirements
At least one item must be enabled in the Data Sync configuration for a sync to occur.
Sync schedule
An initial sync occurs when you click Save & Sync.
An immediate sync occurs after configuration changes when clicking Save & Sync.
Clicking Save only stores configuration changes (no sync is initiated).
A daily sync occurs at approximately 4:00 AM GMT (time subject to change).
Synced fields
When the Sage Intacct Data Sync is enabled, Categories, Projects, Departments, Tax Rates, and Suppliers can be kept aligned with your Sage Intacct account based on your configuration.
a. Categories
ExpenseIn Data Field | Sage Intacct Data Field |
Category Name | Account Title |
Category Reference | Account Number |
General Ledger Accounts created or updated in Sage Intacct will create or update Categories in ExpenseIn.
Note:
Renaming a GL Account updates the Category Name (if the GL Account Number remains the same).
Deleting a GL Account in Sage Intacct does not delete the Category in ExpenseIn.
New Categories created apply to 'Purchase Expenses' only by default.
If any of the Category settings need to be adjusted, you can edit the category.
The Category will retain any edits made to fields other than the Category Name and Category Reference in ExpenseIn.
b. Projects
ExpenseIn Data Field | Sage Intacct Data Field* |
Project Name | Class, Location or Project Name |
Project Reference | Class, Location, or Project ID |
* Determined by the source selected in the Data Sync configuration.
Classes, Locations or Projects created or updated in Sage Intacct will create or update Projects in ExpenseIn.
Note:
Renaming a Class, Location or Project in Sage Intacct updates the Project Name (if the Class, Location, or Project ID remains the same).
Deleting a Class, Location or Project in Sage Intacct does not delete the Project in ExpenseIn.
New Projects created apply to all expense types (and invoicing) by default.
If any of the Project settings need to be adjusted, you can edit the project.
The Project will retain any edits made to fields other than the Project Name and Project Reference in ExpenseIn.
c. Departments
ExpenseIn Data Field | Sage Intacct Data Field* |
Department Name | Class, Department, or Location Name |
Department Reference | Class, Department, or Location ID |
* Determined by the source selected in the Data Sync configuration.
Classes, Departments or Locations created or updated in Sage Intacct will create or update Departments in ExpenseIn.
Note:
Renaming a Class, Department, or Location updates the Department Name (if the Class, Department, or Location ID remains the same).
Deleting a Class, Department, or Location in Sage Intacct does not delete the Department in ExpenseIn.
If any of the Department settings need to be adjusted, you can edit the department.
The Department will retain any edits made to fields other than the Department Name and Department Reference in ExpenseIn.
d. Tax Rates
ExpenseIn Data Field | Sage Intacct Data Field |
Tax Rate Name | Description |
Tax Rate Reference | Detail ID |
Tax Rate (%) | Percent |
Tax Rates created or updated in Sage Intacct will create or update Tax Rates in ExpenseIn.
Note:
Updating the Tax Detail Percent in Sage Intacct does not update or create a Tax Rate in ExpenseIn; the existing Tax Rate remains unchanged.
Updating the Tax Detail Description in Sage Intacct updates the Tax Rate Name in ExpenseIn.
Deleting a Tax Rate in Sage Intacct does not delete the Tax Rate in ExpenseIn.
If any of the Tax Rate settings need to be adjusted, you can edit the tax rate.
The Tax Rate will retain any edits made to fields other than the Tax Rate Name and Tax Rate Reference in ExpenseIn.
e. Suppliers (Invoicing module only)
ExpenseIn Data Field | Sage Intacct Data Field |
Supplier Name | Vendor Name |
Supplier Reference | Vendor ID |
Vendors created or updated in Sage Intacct will create or update Suppliers in the ExpenseIn Invoicing module.
Note:
Renaming a Vendor updates the Supplier Name (if the Vendor ID remains the same).
Deleting a Vendor in Sage Intacct does not delete the Supplier in ExpenseIn.
If any of the Supplier settings need to be adjusted, you can edit the supplier.
The Supplier will retain any edits made to fields other than the Supplier Name and Supplier Reference in ExpenseIn. The only exception is the 'Inactive' field; if a supplier is marked as inactive in ExpenseIn but active in Sage Intacct, this will be overwritten during the next sync.
Additional Information
If you have any questions about the Sage Intacct Data Sync or the required setup, contact our Support team for assistance.