Setting Up Sage Expense Management-Sage 300 CRE Integration
How do I begin setting up the integration between Sage Expense Management and Sage 300 CRE?
Start by contacting your implementation specialist or [email protected] for HH2 Sync installation. Then set up the integration by logging into your Sage Expense Management account as an admin and navigate to Integrations.
What credentials do I need to connect Sage 300 CRE with Sage Expense Management?
You'll need credentials generated from HH2 Sync to link your Sage 300 CRE account with Sage Expense Management.
What is HH2 and how do they fit into integration?
HH2 is our integration partner for Sage 300 CRE, facilitating synchronization between Sage Expense Management and Sage 300 CRE for seamless connectivity.
What details are needed to set up HH2 Sync in my desktop system/server?
You need to provide details such as your employee count, average yearly revenue, and administrative and technical contact information. This information is crucial for setting up your account and configuring the HH2 sync. Read more about it here.
What are the technical requirements for installing HH2 Sync?
Desktop Specifications: Ensure your desktop meets the specified requirements, including supported browsers like MS Edge, Google Chrome, or Apple Safari.
Server Specifications: Your server must meet minimum requirements such as Windows Server 2016 or above, .NET Framework 4.8, and adequate processing power and RAM for optimal performance.
What happens after HH2 Sync is installed?
After installation, HH2 will set up data synchronization between Sage Expense Management and Sage 300 CRE. You will receive credentials to connect your Sage Expense Management account with your Sage 300 CRE database.
How long does it typically take to receive connection credentials after HH2 Sync is installed?
Connection credentials are typically provided within 24 hours of the HH2 Sync installation. If you have not received them after that period, contact HH2 support.
Is Sage 300 CRE a paid integration?
Yes, the Sage Expense Management-Sage 300 CRE integration is a paid service. For detailed pricing information, please contact us at [email protected]. If you're not a customer yet, you can schedule a demo with us. We'd be happy to help you explore our integration features.
What are the dimensions that I can import from Sage 300 CRE to Sage Expense Management?
Expense Account, Job, Cost Code, Cost Category and Vendor are the dimensions you can import from Sage 300 CRE to Sage Expense Management. Additionally, you can auto-export Commitments to Sage 300 CRE without importing them to Sage Expense Management. Read more here.
Do I have to visit the Sage Expense Management-Sage 300 CRE Integration every time I need to export expenses?
No, you can schedule automatic exports to transfer expenses based on predefined schedules. This way, expenses that reach the state of export get exported automatically, eliminating the need for manual intervention each time you need to export expenses.
In what format will my expenses be exported from Sage Expense Management to Sage 300 CRE?
We support exporting both reimbursable and corporate credit card expenses as Accounts Payable Invoices in Sage 300 CRE. Below is a sample of how an expense exported from Sage Expense Management would appear:
Dimensions and sync behavior
What happens if an Expense Account or Job is marked inactive in Sage 300 CRE?
The inactive status is reflected in Sage Expense Management. Since Sage Expense Management imports the status directly from Sage 300 CRE, inactive records become inactive in both systems.
How does Job status affect what imports into Sage Expense Management?
Only Jobs marked as In Progress in Sage 300 CRE are imported into Sage Expense Management. Jobs marked as Unstarted or Closed are not imported.
If I rename an Expense Account or Job in Sage 300 CRE, will it update in Sage Expense Management?
No. The existing record is deactivated in Sage Expense Management and a new record is created with the updated name. As a result, both the old and new records will exist separately.
If I add a new Cost Code or Cost Category in Sage 300 CRE without attaching it to a Job, will it sync?
No. Cost Codes and Cost Categories are only imported when they are associated with a Job in Sage 300 CRE.
How long does it take for a new Job to appear in Sage Expense Management?
New Jobs are typically available within 24 hours through the scheduled sync process. They can also be imported immediately by running a manual sync. Associated Cost Codes and Cost Categories are imported at the same time.
If I edit, remove, or reassign a Cost Code or Cost Category in Sage 300 CRE, will the change automatically sync to Sage Expense Management?
No. Changes to existing Cost Codes and Cost Categories, including removals or reassignment to different Jobs, are not automatically reflected in Sage Expense Management. Contact Support if these records need to be updated.
What are dependent fields in the Sage Expense Management-Sage 300 CRE integration?
A dependent field in Sage Expense Management is a hierarchical drop-down field that controls the values displayed for a second field based on the selection made in the first field when creating an expense. For example, when a specific value is selected in the Project/Job field, only the relevant Cost Code values will be displayed. Similarly, selecting a specific Cost Code will display only the relevant Cost Categories.
How do I set up dependent fields for accurate expense coding?
In Sage Expense Management, import Jobs by mapping the dimension to the Project field in Sage Expense Management while configuring the import settings. This automatically imports Cost Codes and Cost Categories as dependent fields. Ensure each Job in Sage 300 CRE has associated Cost Codes and Categories for error-free imports.
What happens if a Job, Cost Code, or Cost Category is not linked to each other?
Jobs without assigned Cost Codes or Categories won't be imported to Sage Expense Management. Similarly, Cost Codes or Categories without associations to a Job in Sage 300 CRE won't be imported to Sage Expense Management.
How does exporting commitments work with dependent fields?
You can choose to export Commitments based on the Job, Cost Code, and Category selected by employees in Sage Expense Management. This value is automatically populated in Sage 300 CRE during export but isn't selectable within Sage Expense Management.
Where can I view imported dependent fields in Sage Expense Management?
Navigate to Expenses > Expense fields > Custom fields > Dependent fields.
Export and posting behavior
Why does an expense show as exported in Sage Expense Management but not appear in Sage 300 CRE?
An export status of Exported means Sage Expense Management successfully created the invoice record in Sage 300 CRE. The invoice must still be posted within Sage 300 CRE before it becomes visible in the Invoice Register.
To post invoices, navigate to: Accounts Payable > Tasks > Post Invoices
After posting, the invoice becomes available under: Accounts Payable > Invoice Register > Invoice Inquiry
Why did a corporate card expense post to a vendor I didn't expect?
Corporate card expenses post to the vendor mapped to the card. If no card-specific mapping exists, the expense posts to the integration's Default Vendor. Merchant information is not used to determine the vendor.
Why didn't a reimbursable expense post to the vendor selected on the expense?
Reimbursable expenses are posted using the employee-to-vendor mapping configured for the integration. The vendor selected on the expense itself does not determine the vendor used in Sage 300 CRE.
Are receipts exported to Sage 300 CRE as attachments?
No. Sage 300 CRE does not support attachment export through the integration. Receipts remain available only in Sage Expense Management.
Why does the description field appear truncated in Sage 300 CRE?
Sage 300 CRE applies character limits to description and memo fields. If the configured export data exceeds those limits, the value is truncated.
Can I rely on a receipt link included in the description field?
No. Since description fields can be truncated, receipt links may also be shortened and become unusable. Access receipts directly from Sage Expense Management instead.
Skipping Export of Expenses in Sage Expense Management-Sage 300 CRE Integration
How can I skip exporting certain expenses from Sage Expense Management to Sage 300 CRE?
You can set up rules within the Sage Expense Management-Sage 300 CRE integration to skip exporting expenses based on conditions like date range, report number, or expense category.
Where do I configure these rules?
In your Sage 300 CRE integration dashboard, navigate to Configurations > Advanced Settings > Skip export. Here, you can define conditions under which expenses should be skipped from export.
What types of conditions can I use to skip export?
Conditions can be based on Sage Expense Management's custom fields (select, multi-select, date, checkbox, text), report title, report number, employee email, or spend date. You can set up to two conditions per rule. Use AND operators to skip expenses only if both conditions match, or OR operators if either condition triggers the skip.
How do I check which expenses were skipped?
After configuring the rules, you can review skipped expenses under Export Log > Skipped in the integration dashboard. This log provides details such as report number, employee details, skip date, and expense type.
Can you give examples of when I might use these skip export rules?
System Migration: Skip expenses dated before the migration date to prevent duplicating data already in another system.
Manual Data Entry: Skip expenses that have already been manually entered into Sage 300 CRE to avoid duplicates.
Using Other Software: Skip expenses managed by other software (like payroll systems) to prevent redundancy in Sage 300 CRE.