The Sage Intacct integration connects Perk to your Sage Intacct account so your accounting data and your expense data stay in sync without double entry. Perk imports your chart of accounts, dimensions, tax rates, and employees from Sage Intacct, and exports approved expenses back as accounting transactions. Use this article to understand what the integration imports and exports, when that happens, and how you can monitor it.
To set up the integration, see Set up the Sage Intacct integration.
Prerequisites
Keep these in mind when you plan your accounting setup:
- One Sage Intacct entity for each Perk legal entity. Each connection covers a single Sage Intacct entity. To switch to a different entity, you disconnect and reconnect with the correct Location ID. Perk requires a Location ID when you connect. Top-level multi-entity access isn’t supported.
- Standard dimensions only. Perk supports Departments, Projects, Locations, and Classes. You can only map one of them to cost objects. Other dimensions can be supported via custom fields.
- Matching by email address. Perk matches users to Sage Intacct employees by exact email address, and you resolve every unmatched user before setup can finish.
- Attachments and credit notes aren’t supported. Perk exports expenses without their attachments and doesn’t export credit notes.
- Exports run on the schedule you set. You configure automatic export in Perk. Perk sends approved expenses to Merge, and Merge then sends them to Sage Intacct. Because of this 2-step process, an approved expense can take up to 24 hours to appear in Sage Intacct.
Note: The integration connects to Sage Intacct through a Web Services user that you create for Perk, paired with Perk’s Sender ID on your Web Services authorizations list. The Web Services user is a dedicated account that Perk uses to read your accounting data and write approved expenses back, and it needs the right permissions in Sage Intacct.
For the full list of setup prerequisites and the steps to complete them, see Set up the Sage Intacct integration.
How data is imported
Perk imports 4 kinds of data from Sage Intacct: general ledger (GL) accounts, dimensions, tax rates, and employees. You choose what to import when you set up the integration, and you can change those choices later.
| Sage Intacct | Perk | What you control |
|---|---|---|
| GL accounts | Expense categories | Which accounts Perk imports. By default, income statement accounts rather than balance sheet accounts are selected. In other words, accounts associated with the company’s income, the cost of sales, operating expenses, and other non-operating expenses. |
| Departments, Projects, Locations, and Classes (dimensions) | Cost objects or custom fields | How you map each dimension. Defaults: Departments to cost object, Projects, Locations and Classes to custom fields. |
| Tax rates | Tax rates | Which purchasing tax rates (input taxes) Perk imports. |
| Contact (AP vendor) | Users | Nothing to choose. Perk matches by email address, and you resolve any unmatched users. |
GL accounts and expense categories
GL accounts are the accounts in your Sage Intacct chart of accounts. Perk imports the accounts you choose as expense categories, so expenses in Perk line up with your chart of accounts. You choose which accounts to import. Perk pre-selects income statement accounts.
If you add accounts in Sage Intacct after the last import, edit your accounts import settings in Perk. Perk fetches the latest account list from Sage Intacct.
Dimensions
Dimensions are the categories you use in Sage Intacct to analyze transactions. Perk supports 4 standard dimensions: Departments, Projects, Locations, and Classes. You map each dimension to either a cost object or a custom field in Perk. By default, Perk maps Departments to cost objects and Projects, Locations, and Classes to custom fields.
You can map any dimension to cost object, but only one. Perk cost objects use a flat namespace, so mapping 2 dimensions to cost object causes name collisions. Map any other dimensions to custom fields instead.
Perk supports the 4 standard Sage Intacct dimensions only. Custom Sage Intacct dimensions beyond Departments, Projects, Locations, and Classes aren’t available for mapping.
Tax rates
Perk imports the Sage Intacct tax rates you choose. Perk filters the list to Accounts Payable and Purchasing tax rates (input taxes) only. Accounts Receivable and Order Entry tax rates (output taxes) are excluded because they apply to invoices, not expenses. Perk selects all purchasing tax rates (input taxes) by default, and you can deselect any rates that don’t apply to your expense workflows.
Employees and users
Perk imports your Sage Intacct contacts (AP vendor) and matches them to Perk users by email address. The match is exact, so an employee’s email address in Sage Intacct needs to match the user’s email address in Perk. Perk shows two groups of people:
- Matched users: Perk users whose email address matches a Sage Intacct employee record
- Unmatched users: Perk users with no matching Sage Intacct employee record
You resolve every unmatched user, either by updating the email address in Perk or Sage Intacct so they match exactly, or by excluding the user from the integration. If an email address changes in either system, update it in both Perk and Sage Intacct and re-match the user in Perk.
When imports run
After you complete setup, Perk starts the initial import. Since Perk uses the integration platform Merge to import data from Sage Intacct, the first import usually takes several hours, depending on the sync schedule. You'll get an email when it finishes. After that, Perk updates imported data whenever Merge syncs changes from Sage Intacct, and runs a nightly update at 00:00 UTC.
Changing import settings later
You can edit your import settings (accounts, dimensions, tax rates, and users) at any time after setup. When you edit the accounts, tax rates, or dimensions lists, Perk fetches the current list from Sage Intacct. Resources deleted in Sage Intacct don’t appear in the selection list. Perk keeps your import settings if you disconnect and reconnect, so review them after reconnecting, especially if you connected to a different entity. For the steps, follow the instructions on Set up the Sage Intacct integration.
How data is exported
Perk exports approved and settled expenses to Sage Intacct as accounting transactions. What Perk creates in Sage Intacct depends on how the expense was paid.
| Perk expense | Sage Intacct | Notes |
|---|---|---|
| Approved privately-paid expenses | AP bills in Accounts Payable | The employee must be set up as an AP vendor in Sage Intacct. |
| Settled card expenses |
Credit card transactions (cctransaction) in Cash Management |
|
| Settled travel-provider expenses | Credit card transactions (cctransaction) in Cash Management |
|
| Attachments | Not exported | |
| Credit notes | Not exported |
Privately-paid expenses
When an employee pays an expense themselves and an approver approves it, Perk exports it to Sage Intacct as an AP bill in Accounts Payable. The employee’s Sage Intacct employee record needs to be set up as an AP vendor. For why this matters and when to set it up, see Prerequisites.
Card and travel-provider expenses
Once a card or travel-provider expense settles, Perk exports it to Sage Intacct as a credit card transaction (cctransaction) in Cash Management.
When exports run
You can configure automatic export in Perk to set how often Perk exports. Perk uses the integration platform Merge to connect with Sage Intacct. Perk sends approved expenses to Merge, and Merge then sends them to Sage Intacct. Because of this 2-step process, an approved expense can take up to 24 hours to appear in Sage Intacct. For the steps, see export frequency. If you disconnect the integration, Perk stops exporting. Expenses approved while you’re disconnected export only after you reconnect and the next sync runs.
How you can monitor the integration
Perk shows you whether the integration is connected, what has imported, whether anything failed, and when the next import runs. Check these first when something looks out of date, before you contact support.
Connection status
Perk shows the connection status in the integration settings at all times. The possible statuses are:
| Status | What it means |
|---|---|
| Active | Sage Intacct is connected and your import settings are complete. |
| Setup incomplete | Sage Intacct is connected, but you haven't completed the import settings yet. |
| Action required | Perk can no longer connect to Sage Intacct. Reconnect and re-enter your credentials. |
Import summary
The Import settings page shows a card for each kind of data you import: accounts, dimensions, tax rates, and vendors. Each card shows:
- The total number of records imported.
- The number of records that failed to sync, with access to the failures.
- A link to the matching data in Perk.
- A link to edit your import settings.
The Vendors card shows how many Perk users matched a Sage Intacct contact and how many failed, with a link to access the People page.
Import error logs
When a card shows an error, selecting it opens the Import error logs panel. That object’s error group opens already expanded and scrolled into view. The groups for other objects stay collapsed until you select them.
Perk groups errors by object and error type. Each error shows the affected object, the affected record where available, the reason, a suggested action, and a timestamp. When the fix is on your side, the suggested action tells you what to update in Sage Intacct or Perk. When nothing is needed from you, it asks you to contact support. Once an error is resolved, Perk removes it from the list.
Errors fall into 4 types, depending on who needs to act:
- Data mismatch between Sage Intacct and Perk: for example, a Perk user whose email doesn’t match their Sage Intacct employee. An admin fixes the data in Sage Intacct or Perk.
- Account not found: for example, a company card in Perk with no matching account in Sage Intacct. An admin adds the account in Sage Intacct or updates the data in Perk.
- Sage Intacct or provider issue: for example, Sage Intacct not responding in time. Try again later, and contact customer support if the error stays.
- Internal import failure: for example, an import job that fails unexpectedly. Perk is looking into it, so no action is needed.
Import now
Import now refreshes all your objects and updates the last-updated date, so you can see changes in Sage Intacct or Perk sooner than the next automatic run. When you use it, Perk tells you that you’ll get an email when the import completes.
After you use Import now, there’s a one-hour cooldown before you can use it again. During the cooldown, the button is disabled and Perk shows that Import now isn’t available yet. Import now is also unavailable if your Sage Intacct connection doesn’t allow it, and Perk shows that too, so you always see why it didn’t run.
Import history and next sync
The import history table shows the last 5 imports for your company. Each row shows the date and time, the total number of records processed, the errors, and the sync type. If you need to reconnect Sage Intacct, Perk doesn’t add failed syncs to the history.
The next scheduled sync time appears below the table.
To check the Import settings page step by step, fix errors, or troubleshoot connection and export issues, see Set up the Sage Intacct integration.