This article explains how dependent fields work, which import configurations are supported, how import limits are calculated, and what happens when values are added, disabled, or renamed in Sage Intacct.
What are dependent fields?
Dependent fields are fields whose available values depend on a selection made in another field.
Sage Intacct organizes Project-related values in the following hierarchy:
Project → Cost Code → Cost Type
A Project can have multiple Cost Codes.
A Cost Code can have multiple Cost Types.
Cost Types are optional in Sage Intacct, so a Cost Code may not have any Cost Types.
When an employee creates an expense in Sage Expense Management:
They select a Project.
The Cost Code field shows only the Cost Codes associated with that Project.
If Cost Types are imported, the Cost Type field shows the values associated with the selected Project and Cost Code.
A Cost Code/Cost Type cannot be imported or used as a standalone value. It must always be associated with a Project.
Prerequisites
Before importing dependent fields:
Connect your Sage Intacct account to Sage Expense Management.
Map the Sage Intacct Projects/Jobs dimension to the Project field in Sage Expense Management.
Enable imports for Projects, Cost Codes, and, if applicable, Cost Types.
Important: The Projects/Jobs dimension must be mapped to the Project field in Sage Expense Management. Mapping it to a Cost Center or Custom Field does not support importing dependent Cost Codes and Cost Types or applying employee-level Project restrictions.
Choose which dependent fields to import
You can configure dependent fields in one of two ways.
Import configuration | Hierarchy in Sage Expense Management |
Project and Cost Code | Project → Cost Code |
Project, Cost Code, and Cost Type | Project → Cost Code → Cost Type |
Project and Cost Code
Use this configuration if employees only need to select a Project and its associated Cost Code.
Cost Codes can be imported even if they do not have a Cost Type.
Project, Cost Code, and Cost Type
Use this configuration if employees must select all three levels.
In this configuration, a Cost Code must have at least one active Cost Type associated with it to be imported.
Important: If a Cost Code does not have an associated Cost Type, the Project and Cost Code combination will not appear in Sage Expense Management. To import that Cost Code, either associate an active Cost Type with it in Sage Intacct or import only Projects and Cost Codes.
What gets imported?
Sage Expense Management imports active dependent values every 24-hours. You can also perform a manual sync from the integration dashboard.
Value | Import behavior |
Project | Imported as a Project |
Cost Code | Imported as a dependent value under its Project |
Cost Type | Imported as a dependent value under its Cost Code |
Import limits
The following limits apply to dependent-field imports:
Level | Supported limit | How it is counted |
Project |
| Unique Projects |
Cost Code |
| Project × Cost Code combinations |
Cost Type |
| Project × Cost Code × Cost Type combinations |
Cost Code and Cost Type limits are calculated using the combinations available within the dependent-field hierarchy:
A Cost Code is counted once for each Project under which it is available.
A Cost Type is counted once for each Project and Cost Code under which it is available.
For example, suppose each of five Projects contains ten Cost Codes, and the Cost Type Labor is available under every Cost Code:
5 Projects × 10 Cost Codes × 1 Cost Type = 50 Cost Type combinations
Although Labor is one Cost Type, it represents 50 selectable combinations because it is available under 10 Cost Codes across five Projects.
When reviewing your import limits, consider how values are associated across Projects and Cost Codes, rather than counting only the number of distinct Cost Code or Cost Type names.
What happens when a limit is exceeded?
If a field exceeds its supported limit, the import for that field will fail. Fields that remain within their limits will continue to be imported.
For example:
If Projects are within the 30,000 limit but Cost Codes exceed the 50,000-combination limit, Projects will be imported but Cost Codes will not.
If Projects and Cost Codes are within their limits but Cost Types exceed the 500,000-combination limit, Projects and Cost Codes will be imported but Cost Types will not.
If none of the values for Cost Code or Cost Type are imported, contact [email protected]. Our support team can help you review your current combination count and determine whether it exceeds the supported limit.
How changes in Sage Intacct are synced
The following table explains how common changes affect dependent fields that have already been imported.
Change in Sage Intacct | Behavior in Sage Expense Management |
A new Project is added | The Project is imported during the next sync. |
A new Cost Code is added | The Cost Code is imported under its Project. (If Cost Types are also being imported, the Cost Code must have at least one active Cost Type.) |
A new Cost Type is added | The Cost Type is imported under its Cost Code. |
A Project is disabled | The corresponding Project is disabled in Sage Expense Management. |
A Cost Code is disabled | The Cost Cod remains available in Sage Expense Management.
|
A Cost Type is disabled | The Cost Type may remain available in Sage Expense Management.
Contact [email protected] to have it deactivated in Sage Expense Management. |
A Project is renamed | The old Project is disabled and the renamed Project is imported as a new value. Its Cost Codes and Cost Types are moved to the renamed Project. |
A Cost Code is renamed | The Cost Code continues to appear under its previous name. Contact [email protected] to update the value in Sage Expense Management. |
A Cost Type is renamed | The Cost Type continues to appear under its previous name.
Contact [email protected] to update the value in Sage Expense Management. |
Changes and best practices
Make changes to dependent fields in Sage Intacct instead of editing imported values directly in Sage Expense Management.
Perform a manual sync from the Integration dashboard when you need changes to appear before the next scheduled sync.
Avoid disabling, renaming, or deleting imported dependent values directly in Sage Expense Management. This can cause mapping or export issues.
If a renamed or disabled Cost Code or Cost Type still appears in Sage Expense Management, contact [email protected] for assistance.
Review the number of combinations before enabling Cost Type imports if your organization has a large number of Projects and Cost Codes.
FAQs
Can a Cost Code be imported without a Project?
No. A Cost Code is always imported as a dependent value under a Project.
Is Cost Type required?
Cost Type is optional in Sage Intacct. You can configure Sage Expense Management to import only Projects and Cost Codes.
However, if you enable the three-level Project, Cost Code, and Cost Type import, a Cost Code must have at least one active Cost Type to be imported.
Why is a Cost Code missing even though it is active?
If Cost Types are included in your import configuration, the Cost Code may not have an active Cost Type associated with it. In that case, the Project and Cost Code combination will not be imported.
Are the Cost Code and Cost Type limits based on unique values?
No. They are based on combinations:
Cost Codes are counted for each Project × Cost Code combination.
Cost Types are counted for each Project × Cost Code × Cost Type combination.
How often are dependent fields synced?
The scheduled import runs every 24 hours. You can also perform a manual sync from the integration dashboard.
Contact support
Need help configuring or syncing dependent fields? Contact [email protected], and we’ll be happy to assist you.