Gorilla Expense offers full integration to push expense data to Sage Intacct. Expenses can be posted to the Sage Intacct as Bills within the Account Payable module. 

Technical Overview

The integration is done using the 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, firewalls, 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 a customer’s infrastructure. 

Functional Overview (Bills)

Typically, the integration is done by creating bills under Accounts Payable the Bills Screen. 



The screenshot below shows an expense after it is posted to the Sage Intacct as Bills. 



The main fields in the above screen that Gorilla Expense sends to BC are as follows - 

  1. Header Level Field – Vendor:  The Vendor Number on the user profile is mapped to the Vendor field in Sage Intacct's bills if the payment method is reimbursable; otherwise, the payment method Code is mapped.
  2. Header Level Field - GL Posting Date:  today’s date is mapped with GL Posting Date Field.
  3. Header Level Field - Date: today’s date is mapped to the Document date
  4. Header Level Field - Due Date: today’s date is mapped to the due date
  5. Header Level Field – ‘Pay To’ & ‘Return To’ this field will be automatically selected based on the vendor field. 
  6. Header Level Field – Bill No: Corresponding expense report confirmation number postfix with transaction count from Gorilla Expense e.g., GE105-0  
  7. Header level Field- State: State will be mapped with the value "Posted" if the Setting Bill Status is left empty; otherwise, the value of the Setting Bill Status will be mapped with the state, such as "Draft."
  8. Header Level Field – Reference Number: the reference number field on the expense report header level is mapped to this field in sage Intacct’s bills.
  9. Header level Field – Description: if “Map User Code to Ship to Order Address Code” is true, the User name + Expense Report name is mapped to this field.
  10. Header Level Field – Base Currency: System currency from Gorilla Expense
  11. Header Level Field – transaction Currency: System currency from Gorilla Expense 
  12. Line Level Field – Account: 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  
  13. Line Level Field – Transaction Amount: The amount of the expense is entered here. The converted amount field from the expense line within Gorilla Expense is mapped to this field.
  14. Line Level Field – Base Amount: The converted amount field from the expense line within Gorilla Expense is mapped to this field.
  15. Line Level Field – Memo: The value of the fields selected in the integration setting Description (Line level) dropdown is mapped with this field. 
  16. Line Level Field – Department: Depending on the Client’s 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’s 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’s 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’s 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’s 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’s 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, and 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 Bills from Gorilla Expense to Sage.

Go to Integration -> Export Expense Reports menu when logged in as Admin. Select the status as ‘Manager Approved’, and select the desired company from the dropdown list. Click on the ‘Show Approved Expense Reports’ button to show all manager Approved Expenses of the selected company. Select all expense reports you would like to export (or just select all) and click on the “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.