Getting Started with Fyle-Sage Intacct Integration
If your organization relies on Sage Intacct for accounting and Fyle for managing expenses, you're in the right place. The Fyle-Sage Intacct integration streamlines the flow of financial data between these two essential systems, making your job easier.
In this support article, we'll walk you through the process of setting up the integration step by step. Whether you're new to the integration or need a quick refresher, this guide will provide the context and instructions you need to get started.
For a rapid overview, you can watch the video below. If you require more in-depth information, feel free to explore specific sections of interest.
Step 1: Connect to Your Sage Intacct Account
Access the Integration:
Go to the Fyle Admin Settings page.
Navigate to Integration > Native Apps > Sage Intacct.
Connect Your Account:
Click the Connect button to link your Sage Intacct account with your Fyle account.
Enter Required Credentials:
You'll need to provide specific credentials. For detailed instructions on generating these credentials, please refer to our guide.
Choose a Location Entity:
After successfully connecting, select a Location Entity. This choice will determine where expenses from Fyle will be posted in Sage Intacct in the future.
Complete the connection setup
Click on Save and Continue.
Step 2: Configure Export Settings
Configuring export settings is mandatory for the Integration and can be tailored to your needs, allowing you to export Reimbursable Expenses/Corporate Card Expenses, or both.
Export of Reimbursable Expenses
Enable Reimbursable Expenses Export:
Turn on the toggle to enable exporting reimbursable expenses from Fyle. This action will open a section for gathering more details on exporting these expenses to Sage Intacct.
Choose Export Type:
Decide how reimbursable expenses should be exported to Sage Intacct.
Options include Expense Report, Bill, and Journal Entry. The choice here is critical for employee mapping and chart of account imports.
Based on your selection, configure the relevant default account where the entries should be posted (applies only to certain export modules).
Here are a few sample exports for each export module to help you choose a method that will be suitable for you:
Expense Report
Bill
Journal Entry (If you're exporting expenses as journal entries, make sure to create a journal folder in Sage Intacct by following the steps outlined in this guide)
Employee Mapping:
Determine how employees should be represented in Sage Intacct. For Journal Entry exports, you can configure this setting. For Expense Report and Bill exports, it's auto-configured as Employee and Vendor, respectively.
The Integration can also automatically map employees in Fyle to their counterparts in Sage Intacct based on unique parameters such as name, email address, or employee code.
Define Export Stage:
Specify the stage at which expenses should be ready for export from Fyle to Sage Intacct. Options include when expenses are approved and awaiting payment clearance (processing) or when they are paid out (paid)
Once expenses reach the selected stage (Payment Processing/Paid), the Integration will automatically import the data in real-time, making it ready for export with a single click. (The below option can be found in the dashboard after you complete the integration setup)
Set Transaction Date:
Choose the date of the transaction in Sage Intacct as one of the following options:
Current Date (the date of export)
Verification Date (the date of report verification)
Spend Date (the expense date)
Approval Date (the report approval date)
Last Spend Date (the date of the last spent expense in a report)
Note: Using Spend Date as the expense date may result in separate expense line items or reports in Sage Intacct if spend dates are unique. For exporting reports in Sage Intacct where each expense is a line item within a report, we recommend using Current Date, Approval Date, or Last Spend Date.
Group Expenses:
Determine how expenses should be grouped when posted to Sage Intacct. Options include:
Report (each report with multiple line items/expenses will be exported as a record)
Expense (each expense from a report will be exported as an individual record)
Export of Corporate Credit Card Expenses
Enable Corporate Credit Card Expenses Export:
Turn on the toggle to enable exporting Corporate Credit Card expenses from Fyle. This action will open a section for gathering more details on exporting these expenses to Sage Intacct.
Choose Export Type:
Decide how Corporate Credit Card expenses should be exported to Sage Intacct.
Options include Expense Report, Bill, Journal Entry and Charge Card Transactions.
Based on your selection, configure the relevant default account where the entries should be posted (applies only to certain export modules).
Here are a few sample exports for each export module to help you choose a method that will be suitable for you:
Expense Report
Bill
Journal Entry (If you're exporting expenses as journal entries, make sure to create a journal folder in Sage Intacct by following the steps outlined in this guide)
Charge Card Transaction
Define Export Stage:
Specify the stage at which expenses should be ready for export from Fyle to Sage Intacct. Options include when expenses are approved and awaiting closure (approved) or when they are settled (closed).
Once expenses reach the selected stage (Approved/Closed), the Integration will automatically import the data in real-time, making it ready for export with a single click. (The below option can be found in the dashboard after you complete the integration setup)
Set Transaction Date:
Choose the date of the transaction in Sage Intacct as one of the following options (options may vary based on the export module selected)
Current Date (the date of export)
Verification Date (the date of report verification)
Spend Date (the expense date)
Approval Date (the report approval date)
Last Spend Date (the date of the last spent expense in a report)
Card Transaction Post Date (the date the expense was posted on your credit card/bank account - this option is available only when exporting expenses as Charge Card Transactions)
Note: Using Spend Date as the expense date may result in separate expense line items or reports in Sage Intacct if spend dates are unique. For exporting reports in Sage Intacct where each expense is a line item within a report, we recommend using Current Date, Approval Date, or Last Spend Date.
Group Expenses:
Determine how expenses should be grouped when posted to Sage Intacct. Options include:
Report (each report with multiple line items/expenses will be exported as a record)
Expense (each expense from a report will be exported as an individual record)
Note: For Charge Card Transaction, 'Expense' is auto-selected by default.
Step 3: Import Settings
This section covers the key aspects of importing and mapping Sage Intacct dimensions in the Fyle-Sage Intacct Integration.
Import Sage Intacct Dimensions
Sage Intacct dimensions are automatically mapped to their corresponding Fyle fields. Turning on the import for these dimensions would make them available as selectable options in a dropdown for employees when creating expenses. Here's how the mapping works:
Chart of Accounts in Sage Intacct is auto-mapped to Fyle's category field. Chart of Account here means the GL Accounts and Expense Accounts. One of these or both of these accounts will be imported based on your export configuration.
Vendors in Sage Intacct are mapped to the Merchant field in Fyle.
Tax Groups in Sage Intacct are mapped to the Tax Group field in Fyle. (Please note that tax support is currently available for non-US entities only.)
Import/Map Sage Intacct Dimensions
Sage Intacct dimensions can be imported or mapped to existing Fyle fields or new custom fields, giving you the flexibility to configure the dimensions based on your requirements. The available dimensions for import or mapping include:
Project
Task -> Cost Code -> Cost Type will be imported as dependent fields.
This is supported when Sage Intacct Project/Task Dimension is mapped to the Project field in Fyle
Department
Location
Category
Class
Item
User Defined Dimensions
Click on 'Add more fields' if the required field is not visible on the import page upfront.
Note: The Sage Intacct Dimensions listed on the left side will reflect the system name. In case you've renamed any dimensions, please refer to the system name rather than the custom name you may have added.
Understanding the Difference Between Mapping and Importing:
When a mapping is established between a Sage Intacct dimension and a Fyle field, values entered by employees in Fyle will be exported to the corresponding dimension in Sage Intacct, regardless of whether the import feature is turned on or off. The integration offers these options to accommodate different needs:
Mapping only:
If you have a large number of accounts or values in Sage Intacct but only need a few in Fyle, you can manually add them in Fyle and map them in the integration. This approach is suitable when you don't want to import all Sage Intacct values into Fyle.
Suppose you have complex account names in Sage and want to simplify terminology for employees in the expense form. In that case, you can create these values with simpler names in Fyle and map them to their Sage Intacct counterparts using the integration mapping page. This option provides more control over the naming conventions in Fyle.
Mapping and Importing: If you want all employees to have access to specific accounts or values without restrictions, you can turn on the import feature. It ensures that all accounts or values are auto-synced every 24 hours, eliminating the need for manual updates. This functionality keeps both systems aligned: when a new value is added in Sage Intacct, it's automatically imported to Fyle, and if an existing value is deactivated in Sage, it's disabled in Fyle to prevent employee usage.
Example of how the imported values could be used in the Expense Form
Step 4: Advanced Settings
Automation: You can automate the export and sync of your data in this section.
Schedule Automatic Export: Set a frequency based on how often you want your expenses in Fyle to be exported to Sage Intacct.
Send Error Notification to: Select or add an email address to notify upon import failure or integration error.
Auto-Sync Payment: You can set the sync preference based on whether you're handling the payments for your employees within Fyle or outside Fyle.
Other Preferences: Based on your preference, you can choose whether you want to create any new records in Sage Intacct from Fyle. (when there is no employee record found, or when the accounting period is closed)
Auto-Create Employee as Employee/Vendor: When a matching vendor/employee record is not found for an employee in Fyle, the integration will auto-create a new record in Sage Intacct.
Post Entries in the Current Accounting Period: If there are expenses for which the accounting period is closed in Sage Intacct, you can export those to the current month by enabling this option.
Customization: In this section, you can customize the data that you'd like to export from Fyle to Sage Intacct. You can choose what data points need to be exported and what shouldn't be.
Set the Description Field in Sage Intacct: You can choose from a list of available data points that you'd like to export to the description field in Sage Intacct.
Skip Selective Expenses from being Exported to Sage Intacct: The integration will export all the expenses once they reach their export state. If you'd like to skip a few expenses from being exported, set up a conditional rule here.
Default Values: If you've set up any field as a mandatory field in Sage Intacct and don't collect a value from your employees for the same, you can configure a value here that will be added to all your expenses.
Difference between using the Default Location/Department and using the Employees Location/Department: When the 'Use Employee Location/Department in Sage Intacct' checkbox is checked, the integration will use the Employee's Department in Sage Intacct. If an employee's record does not have a Department specified, the 'Default Department' will be used instead.
Step 5: Launch the Integration
Now that you've configured all the necessary steps, click Save and Continue to complete the setup. Next, hit Launch Integration to access the dashboard featuring the latest synced data between Fyle and Sage Intacct. Here, you can effortlessly export expenses, tweak settings, manage mappings, and more.
If you require assistance in setting up the integration or have any questions, please feel free to reach out to us at [email protected]!