Gorilla Expense offers full integration to push expense data to Sage Intacct. Expenses can be posted to the Sage Intacct as an Approved Expense Report within the Time & Expense Module.
Technical Overview
The integration is done using Gorilla expense web application. Admin user will fetch all “Manager Approved” expenses and send them to Sage Intacct via the Sage Intacct API. This can be done on-demand by an accounting user as illustrated in the “Expense Report Export Process” section. Below is the high-level representation of the various components involved.
Please note that this architecture ensures that Gorilla Expense Cloud Infrastructure is unaware of customer ports, firewall, IP Addresses and more importantly any Sage Intacct specific details. While this enhances security, it also reduces the complexity associated with opening ports or making modifications to customer’s infrastructure.
Functional Overview (My Expenses)
Typically, the integration is done by creating an expense report under the Staff Expenses screen.
The screenshot below shows an expense after it is posted to the Sage Intacct as Approved Expense Report.
The main fields in the above screen that Gorilla Expense sends to BC are as follows -
1) Header Level Field - Employee ID: The employee is maintained on the user profile within Gorilla Expense.
2) Header Level Field - GL Posting Date: It can be mapped to today’s date or expense report start date or expense report end date.
3) Header Level Field - Date Filled Date: It can be mapped to today’s date or expense report start date or expense report end date.
4) Header Level Field – Expense Report Number-This will be the expense confirmation number associated with the expense report within Gorilla Expense. Ex.GE101-0.
5) Header Level Field – Expense Report Number: Corresponding expense report confirmation number from Gorilla Expense
6) Header Level Field – Base Currency: System currency from Gorilla Expense
7) Header Level Field – User Currency: Currency in which is user gets paid. This is usually maintained within Gorilla Expense on the user profile.
8) Header Level Field – Reason for Expense: This field is usually mapped to expense report name field within Gorilla Expense
9) Header Level Field – Memo: Comments entered by the user on the report header level within Gorilla Expense
10) Line Level Field – Expense Type: The GL Account Number is maintained in the back-end on the expense type master within Gorilla Expense. Depending on the expense type selected by the user, Gorilla Expense Integration will map the associated Expense Type on the expense entry level
11) Line Level Field – Amount: Amount of the expense is entered here. Converted amount field from the expense line within Gorilla Expense is mapped to this field
12) Line Level Field – Payment Type: Field to indicate whether the charge was made on personal card / cash or corporate card. Payment method amount field from the expense line within Gorilla Expenseis mapped to this field
13) Line Level Field – Paid To: Merchant who was paid, for example, Starbucks or Delta Airlines is mapped here from Gorilla Expense merchant field on the expense line level.
14) Line Level Field – Paid For: The description is prepared by selecting one or combination of multiple fields on the integration setting screen. It can be set as combination of expense confirmation number, name, and comments.
15) Line Level Field – Expense Date: Expense date field from Gorilla Expense line level is mapped here
16) Line Level Field – Department: Depending on the Client requirement, the Department Dimensions can be either maintained on the user profile or can be made available for the user to select from a dropdown on each expense line. The integration can then be configured to map these values to the department dimension field on the expense entries line.
17) Line Level Field – Location: Depending on the Client requirement, the Location Dimensions can be either maintained on the user profile or can be made available for the user to select from a dropdown on each expense line. The integration can then be configured to map these values to the Location dimension field on the expense entries line.
18) Line Level Field – Customer: Depending on the Client requirement, the Customer Dimensions can be either maintained on the user profile or can be made available for the user to select from a dropdown on each expense line. The integration can then be configured to map these values to the Customer dimension field on the expense entries line.
19) Line Level Field – Project: Depending on the Client requirement, the Project Dimensions can be either maintained on the user profile or can be made available for the user to select from a dropdown on each expense line. The integration can then be configured to map these values to the Project dimension field on the expense entries line.
20) Line Level Field – Task: Depending on the Client requirement, the Task Dimensions can be either maintained on the user profile or can be made available for the user to select from a dropdown on each expense line. The integration can then be configured to map these values to the Task dimension field on the expense entries line.
21) Line Level Field – Class: Depending on the Client requirement, the Class Dimensions can be either maintained on the user profile or can be made available for the user to select from a dropdown on each expense line. The integration can then be configured to map these values to the Class dimension field on the expense entries line.
Integration Configuration Gorilla Expense (Web Application)
This section gives a brief overview of what is required within Gorilla Expense to do a one time configuration to enable integration with Sage Intacct
1. Login to the Gorilla Expense Web Application
2. Access the “Admin Console” by hover over on the User name at right left corner of the home page.
3. Select the “Integration >> Export Expense Reports “menu.
4. Configure the integration settings by clicking the “Integration Settings” button found at the right top corner as shown in the screen below.
5. Select ERP System as” Sage Intacct” & select the appropriate Company from the “Company” dropdown and click on the “Show Integration Settings” button.
6. Enter fields – Company ID, User, Password, Sender Id, Sender Password. The values of these fields are used to authenticate Sage Web Services while connecting from Gorilla Expense to Sage Intacct
7. Update the values and then click on the "Save” button
Expense Report Export Process (Web Application)
At the end of each week or month, the AP clerk or supervisor will follow these steps to export approved expense reports from Gorilla Expense to Sage.
Go to Integration -> Export Expense Reports menu when logged in as Admin. Select the status as ‘Manager Approved’, select the desired company from dropdown list. Click on ‘Show Approved Expense Reports’ button to show all manager Approved Expenses of selected company. Select all expense reports you would like to export (or just select all) and click on “Send to ERP & Update Status” button. This will send all expense reports that were selected to Sage Intacct and will also update the status from Manager Approved to AP Approved or AP Paid, depending on the client’s preference. 
The “Upload Status” column will change to “Success” once the report is successfully sent to Sage.