This article explains how data from Sage 300 is imported into Sage Expense Management. You’ll understand what types of accounting dimensions are supported, how import behavior works, and key considerations for a smooth setup.
Prerequisites
You can import fields from Sage 300 either:
During initial onboarding (while setting up the integration), or
Later, as and when required.
To import data, first connect your Sage 300 account with Sage Expense Management. Refer to this guide to establish the integration connection.
Supported import fields and dimensions
Sage Expense Management supports importing a wide range of dimensions from Sage 300. These fields can be mapped to standard or custom fields in Sage Expense Management and are used during expense creation and export.
Dimension | Imported as |
Accounts | Imported as Categories (no custom mapping) |
Job (Only Jobs with the status In Progress are imported. Jobs with the status Unstarted or Closed are excluded.) | Mapped to Project, Cost Center, or Custom Field |
Cost Codes / Cost Categories | Mapped to Custom Fields |
Vendors | Mapped to Merchants (no custom mapping) |
Import the Code along with the name for specific fields
In many organizations, different values may share similar names, especially across Jobs or Departments. To avoid confusion, Sage Expense Management supports importing certain fields in a Code: Name format instead of just the name.
Example:
Instead of seeing Advertisement, users will see 1234: Advertisement in Sage Expense Management.
This helps users:
Clearly identify the correct values while creating expenses
Reduce errors during export and mapping
Supported fields:
General Ledger Accounts (not supported for Expense Types)
Projects
Cost Codes
Cost Categories
⚠️ This setting is configured during onboarding and cannot be changed later without raising a support request.
Auto-sync behavior
Sage Expense Management regularly syncs data from Sage 300 to keep your fields up to date. Most fields are refreshed automatically every 24 hours, but you can also perform a manual sync when needed.
Here’s how each type of field behaves when changes are made in Sage 300 (like disabling, renaming, or re-creating values).
Behavior | Account | Vendor (Merchant) | Other Dimensions (Dept, Location, Class, etc.) |
Import rule | Only active values | Only active vendors | Only active values |
Disable in Sage 300 | Disabled in Sage Expense Management | Removed from merchant options | Disabled in Sage Expense Management |
Rename in Sage 300 | Old value disabled, new value added | Old value deleted, new value added | Old value disabled, new value added |
Delete & recreate in Sage 300 | Record updated with correct internal ID | Record updated with internal ID | Record updated with internal ID |
Manual additions in Sage Expense Management | Not applicable | Preserved | Preserved |
Re-import after deletion in Sage Expense Management | Will be re-imported if still active | Will not be re-imported | Will not be re-imported |
Dependent fields (Cost Code, Cost Category)
Cost Codes and Cost Categories are synchronized from Sage 300 CRE every 24 hours. You can also perform a manual sync from the integration dashboard.
Points to note:
New Cost Codes and Cost Categories are imported under their associated Jobs.
If a Cost Code or Cost Category is disabled in Sage 300 CRE, the previously imported value remains available in Sage Expense Management. Contact [email protected] to have it deactivated.
If a Cost Code or Cost Category is renamed in Sage 300 CRE, it continues to appear under its previous name in Sage Expense Management. Contact [email protected] to have it updated.
Changes made directly to imported Cost Codes or Cost Categories in Sage Expense Management can cause mapping or export issues.
For complete details about configuring dependent fields, import limits, synchronization behavior, and troubleshooting, see Importing dependent fields from Sage 300 CRE into Sage Expense Management.
Tips & best practices
If you’ve made changes in Sage 300, trigger a manual sync in Sage Expense Management to ensure updates are reflected immediately.
Always make changes in Sage 300 and sync them to Sage Expense Management, avoid modifying imported fields directly in Sage Expense Management.
Turn on import toggles for all essential fields to keep your data accurate and up to date.
Need help setting this up? Reach out to us at [email protected], and we’ll be happy to assist you.