Syncing with Intacct
Hi. I am currently trying to figure out how have the employee names show up as a dimension in Intacct. The expenses we have exported do not have the employee names. Is there a way for Expensify to utilize this? I looked at the Intacct configurations and employees was not a tag on there.
If not, is there a way to have the employee name in the comments?
Another thing, we noticed that we cannot edit the transactions in Intacct through the cash management module. Is there a way for the transactions to sync as a General Journal entry instead?
Answers
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@Vlee When exporting to Intacct as a credit card charge, we export the employee name as a dimension on the line detail as long as the email on the employee contact matches the employee in Expensify. If exporting as vendor bills, we don't have the option to add the employee dimension.
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@Nicole Trepanier How did you add the e-mail address as a dimension? We are exporting Intacct credit card charges and there isn't much detail being exported. Are your credit card charges marked as non-reimbursable expenses? Thank you!
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@christine35 Credit card transaction exports are only non-reimbursable expenses. Are you using the time and expenses module and have the reports submitters set up as employees? As long as the contact on the employee record has the same email as the report submitter, we send the employee to the dimension on the charge.
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@Nicole Trepanier Does this require extra set up on the Intacct side? We did set up the time & expenses module and set up the report submitters as employees within the module. When I asked for this detail with my implementation specialist, they said we had to export as reimbursable expense.
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Within Expensify, you have the option of marking expenses as reimbursable or non-reimbursable. We will export reimbursable expenses as expense reports and non-reimbursable expenses as credit card charges. If you already have your employees set up and connected to the correct contact, this will not require anymore setup on the Intacct side.
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@Nicole Trepanier Yes, I understand the ability to mark it as reimbursable and non-reimbursable. Our implementation team said that because we have it as non-reimbursable, we couldn't bring any additional data, such as the employee e-mail address. Since we sync as charge cards, it only sync's the description and amount, but no other detail. Screenshot as an example:
A little frustrated because we were told we could initially sync it in the beginning and you're giving me hope!
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@christine35 The employee dimension is set in the detail section of the expense line. As long as you have your employees emails in the contact record tied to the employee record this should be displayed.
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We are about to start using Expensify + Intacct for non-reimbursable company cards, and this thread makes me curious: we definitely want to import the employee name for each charge, but we do not use Intacct for time and expense. There is no place to add the employee email address in Intacct within the Employee dimension set up. However, employees do also exist in Intacct as vendors and their company emails are part of their vendor records. Given all this, can I expect to see employee names on credit card charges in Intacct?
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Sheena Trepanier Expensify Team, Approved! Accountant, Expensify Student Ambassador Posts: 1,362 Expensify TeamHi @NickyG, great question! The only way the employee name will export on credit card charges is if employees are set up in the Time and Expense module, sorry for the limitation there!
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Just a tip for anyone else using this thread: at first, we turned on the Time and Expense module and ensured that the employee emails are entered there. Then we exported one company card report to Intacct. The employee name did not show up in Intacct, although all the other tags were correct. We figured out that we also needed to update the Expensify "user" in Intacct so that it had access to the time and expense module. All's well now.
