Gorilla Timesheet offers full integration to push timesheet data to Sage Intacct. Timesheets can be posted to the Sage Intacct as an Approved Timesheet Report within the Time & Expense Module. 

Technical Overview

The integration is done using Gorilla Expense web application. Admin user will fetch all “Manager Approved” Timesheets 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 “Timesheet 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 Timesheets)

Typically, the integration is done by creating a Timesheet report under the Staff Timesheets screen. 

The screenshot below shows a Timesheet after it is posted to the Sage Intacct as Approved Timesheet 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 - Begin Date: It can be mapped to Timesheet report start date.
  3. Header Level Field - Description - It can be mapped to Timesheet report comments.

 

  1. Line Level Field – Entry Date: It can be mapped to Timesheet report entry date within or equal to start date till end ate
  2. Line Level Field – Quantity: Time of the Timesheet is entered here. 
  3. Line Level Field – Description: Comments/Details of timesheet is mapped to this field.
  4. Line Level Field – Notes: Comments/Details or description is prepared by selecting comments or other comments at Timesheet line level.
  5. Line Level Field – Billable: Timesheet Billable Status is mapped to this field
  6. Line Level Field – Time Type Name: The Timesheet Time Type field from the Gorilla Expense line level is mapped here
  7. 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 Timesheet line. The integration can then be configured to map these values to the department dimension field on the Timesheet entries line.
  8. 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 Timesheet line. The integration can then be configured to map these values to the Location dimension field on the Timesheet entries line.
  9. 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 Timesheet line. The integration can then be configured to map these values to the Customer dimension field on the Timesheet entries line.
  10. 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 Timesheet line. The integration can then be configured to map these values to the Project dimension field on the Timesheet entries line.
  11. 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 Timesheet line. The integration can then be configured to map these values to the Task dimension field on the Timesheet entries line.
  12. Line Level Field – Item: 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 Timesheet line. The integration can then be configured to map these values to the Class dimension field on the Timesheet entries line.
  13. 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 Timesheet line. The integration can then be configured to map these values to the Project dimension field on the Timesheet entries line.
  14. 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 Timesheet line. The integration can then be configured to map these values to the Task dimension field on the Timesheet entries line.
  15. Line Level Field – Item: 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 Timesheet line. The integration can then be configured to map these values to the Class dimension field on the Timesheet 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 Timesheet 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

Timesheet 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 Timesheet reports from Gorilla Expense to Sage.

Go to Integration -> Export Timesheet Reports menu when logged in as Admin. Select the status as ‘Manager Approved’, select the desired company from dropdown list. Click on ‘Show Approved Timesheet Reports’ button to show all manager Approved Timesheets of selected company. Select all Timesheet reports you would like to export (or just select all) and click on “Send to ERP & Update Status” button. This will send all Timesheet 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.