The Sage Accounting Data Sync allows you to automatically synchronise reference data from Sage Accounting into ExpenseIn, helping keep your Admin area up to date and reducing the need for manual updates.
This optional feature of the Sage Accounting integration allows you to continue posting expenses and invoices to Sage Accounting as normal.
To use the Sage Accounting Data Sync, it must be enabled in the ExpenseIn Admin area. See our Configure Sage Accounting 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 Accounting Data Sync works
The sync is one-way:
Changes made in Sage Accounting update ExpenseIn.
Changes made in ExpenseIn do not update Sage Accounting.
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 Accounting.
Sync requirements
At least one item must be enabled in the Data Sync configuration for a sync to occur.
Sync schedule
An initial sync will occur 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 Accounting Data Sync is enabled, Categories, Projects, Departments, Tax Rates, and Suppliers can be kept aligned with your Sage Accounting account based on your configuration.
a. Categories
ExpenseIn Data Field | Sage Accounting Data Field |
Category Name | Ledger Name |
Category Reference | Nominal Code |
Ledger Accounts created or updated in Sage Accounting will create or update Categories in ExpenseIn.
Note:
Renaming a Ledger Account updates the Category Name (if the Nominal Code remains the same).
Changing the Nominal Code creates a new Category in ExpenseIn.
Deleting a Ledger Account 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 Accounting Data Field* |
Project Name | Analysis Type Category Name or Contact Company/Name |
Project Reference | Analysis Type Category Code or Contact Reference |
* Determined by the source selected in the Data Sync configuration.
Analysis Type Categories or Contacts created or updated in Sage Accounting will create or update Projects in ExpenseIn.
Note:
Renaming an Analysis Type Category or Contact updates the Project Name (if the Analysis Type Category Code or Contact Reference remains the same).
Changing the Analysis Type Category Code or Contact Reference creates a new Project.
Deleting an Analysis Type Category or Contact in Sage Accounting 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 Accounting Data Field |
Department Name | Analysis Type Category Name |
Department Reference | Analysis Type Category Code |
Analysis Type Categories created or updated in Sage Accounting will create or update Departments in ExpenseIn.
Renaming an Analysis Type Category updates the Department Name (if the Analysis Type Category Code remains the same).
Changing the Analysis Type Category Code creates a new Department.
Deleting an Analysis Type Category in Sage Accounting 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 Accounting Data Field |
Tax Rate Name | Tax Rate Name |
Tax Rate Reference | Tax Rate Name (without %) |
Tax Rate (%) | Tax % |
Tax Rates created or updated in Sage Accounting will create or update Tax Rates in ExpenseIn.
Note:
Tax Rates are set up in the background by Sage Accounting. How Sage Accounting applies any changes will determine the sync outcome.
If any of the Tax Rate settings need to be adjusted in ExpenseIn, 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 Accounting Data Field |
Supplier Name | Contact Company/Name |
Supplier Reference | Contact Reference |
Contacts created or updated in Sage Accounting will create or update Suppliers in the ExpenseIn Invoicing module.
Note:
Renaming a Contact updates the Supplier Name (if the Contact Reference remains the same).
Changing the Contact's Reference creates a new Supplier in ExpenseIn.
Deleting a Contact in Sage Accounting 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 Accounting Data Sync or the required setup, contact our Support team for assistance.