Set up Sage Intacct integration

Overview

Key features of the integration:

• Export of:
  • Card purchases (including receipts)
  • Out-of-pocket expenses (including receipts)
  • Reimbursements
  • Invoices
• Taxes, Vendors, and selected Dimensions (up to 5) are synced from Sage Intacct into Pleo every 6 hours

Good to know:

• Card expenses can be recorded as either AP Bills or Journal Entries (applies globally, not per expense). 
• Out-of-pocket expenses and reimbursements are recorded as Journal Entries.
• Entries are created at an entity level and not at top level

Limitations:

• Bank feeds need to be manually uploaded 
• Account numbers must be entered manually
• Vendors are synced only if they are set up as a Tag Group
• Tags won’t be auto-populated based on teams
• US tax codes are not supported

Preparation

Set up accounts

To use Sage with Pleo, 3 GL accounts need to be created in each entity:

• Pleo Wallet - to track Wallet movements
• Pleo out-of-pocket - to track manual expenses
• (Optional) Pleo External Reimbursements - to track reimbursements issued outside of Pleo

To create a GL account:

1. In Sage, go to Applications
2. Click General Ledger accounts
3. Follow the instructions to set up the accounts

Optional: When using Pleo invoices, you'll need to create a 4th checking account linked to your Pleo Wallet GL account by:

1. In Sage, go to Applications
2. Select Cash Management
3. Under Accounts, click Checking

Connection

1. In Pleo, go to Settings
2. Click Accounting
3. Select Sage Intacct from the list
4. Click Continue
5. Use the Web Services User credentials created previously in the authentication form

NOTE: For security purposes, never share standard user credentials with external applications or integrations. Using Web Services Users allows you to control permissions separately.

Configuration

General configuration

1. In Pleo, go to Settings
2. Click Accounting
3. Configure the integration by selecting:
   • Sage Intacct Entity
   • For Card expenses:
     • Bookkeeping Method: Choose how all card expenses should be recorded:
       • Journal: For Journal Entry
       • AccountsPayable: For AP Bill
     • Account for Pleo Balance: GL account created for Pleo Wallet
     • Journal for card expenses: Sage Intacct journal for journal entries
     • Default vendor for AP bills: Default Sage Intacct vendor for AP bills
   • For Reimbursements:
     • Account for balance owed to employees (Out of pocket): GL account created for Pleo out-of-pocket
     • Account for external reimbursements (optional): GL account created for Pleo External Reimbursements
     • Journal for reimbursements: Sage Intacct journal for journal entries
   • For Invoices (optional):
     • Bank Account: Checking account created for Pleo invoices
     • Default vendor for AP bills: Default Sage Intacct vendor for AP bills

Dimensions

Select up to 5 Sage Intacct dimensions imported into Pleo. Dimensions are synced every 6 hours, reflecting any changes to dimension names, status or newly added ones

Taxes

Select a default tax code from the Sage Intacct tax codes imported into Pleo. Tax solutions are automatically synced from Sage Intacct every 6 hours, reflecting any changes to tax names, tax rate, status or newly added ones.

Good to know:

• Click Sync with Sage Intacct to manually synchronise the accounts and tags in case they are outdated
• Make sure to click Save settings once you are happy with the set-up

Export an expense

After setting up the integrations it's important to export an expense to see if the integration is configured correctly.

Find your expense in Sage Intacct:

For journal entries:

1. In Sage, go to Applications
2. Select General Ledger
3. Select the journal type set in the Pleo configuration settings

For AP bills:

1. In Sage, go to Applications
2. Select Account Payable
3. For AP bills: Select Bills 
4. For paid invoices: Posted payments