FAQ - Sage Intacct: Restrict Non-reimbursable Expenses From Exporting to Sage Intacct

Mark Louis
Mark Louis Expensify Team Posts: 167 Expensify Team
edited August 2020 in Integrations and API

If you don't want to export any non-reimbursable expenses from Expensify to Intacct, you can take the following steps:

  • First, in Expensify, go to Settings > Policies > Group > [Policy Name] > Connections > Configure and select Vendor Bills as your non-reimbursable export option.
  • In Intacct, you need to set up a Smart Rule. To do this go to Customization/Platform Services > Objects.
  • Then, in the list find and click AP Bill
  • In the header click Smart Rules.
  • Click New Smart Rule
  • Select AP Bill from the dropdown list and click Next.
  • Select the type "Error"
  • Under Events select Add.
  • Use the condition: right({!APBILL.RECORDID!}, 2) != "NR"
  • The error message is up to you. This will populate in Expensify when a report is exported with non-reimbursable expenses.
  • Click Next.
  • The Smart Rule ID needs to start with a letter and can contain numbers, letters, and underscores only. 
  • The description field is optional.
  • Click Save and you're done! Expense reports containing non-reimbursable expenses will no longer export to Intacct.

Because the formula used is specific to the bill numbers used by Expensify, this won't affect any other vendor bill entries as long as the bill number doesn't end with "NR".

Once set up, the non-reimbursable reports will remain Approved in Expensify and will not be exported and you will receive an error if you attempt to export it.