1. Previous version
Currently, the default accounts screen looks like the below image. The entity that expenses go to depend on where the default accounts are created in Sage. For example, Ramp 1 is created at the Top Level in Sage so all expenses will go to the Top Level. I can then designate locations on Ramp to map them accordingly.
If you happened to create separate credit card accounts for different entities on Sage, then you would go to this screen to change the Credit Card Account and correspondingly, the entity that we sync to. Moving forward, and detailed in the below sections, you can create multiple entities on Ramp so that you can sync to multiple entities in a single sync.
If you only have one Ramp card on Sage, then the primary change will be this screen and not much else.
2. New version
You will select the Sage Intacct Subsidiary / Entity at the top. Previously, we inferred this from where the credit card was created.
Additionally, you will see the bank account for this Entity. This will be used to pay off the statement payment for this Entity. There is no change in functionality but rather it shows up here as well as the Banking tab where it still lives as well.
Lastly, you can select the Credit Card accounts, Reimbursement Cash Account and AP Account, and Bill Pay Cash Account and AP Account. This is the same functionality as before but combined here. Note that you can select the same accounts given that they are available in that Subsidiary / Entity within Sage.
2.1 Changing the entity of a transaction
When looking at the accounting tab, you will now see an entity column that you didn't before (image below).
If you'd like to change the entity that the transactions are going to (this may affect previous transactions), please navigate to Settings (bottom left) -> Entities.
Identify the entity that those transactions are set to sync to and select the "Edit" button next to it.
Navigate to the bottom and select the Sage entity that you would like to map the transactions to. In the below case, I'm mapping it to the Top Level and I can change the Ramp Entity Name to Sage Flan Top Level.
This will change the entity that the transactions are syncing too on the Accounting tab. Additionally, that entity in the image below is what is used to filter categories, locations, and any other field. By mapping it to the top level, you will still be able to redirect it based on the location chosen.
Note: if the name on the accounting tab has not changed, this may be do to the browser. Please log out and log back in to see the updated column. A lack of a name change will not affect the sync and rest assured that we have the correct data and that it will be synced over based on what you specific in that entity tab.
3. New functionality
This is only relevant if you’d like to create additional entities on Ramp. Otherwise, the changes in behavior are detailed above.
You will have the option to create an additional entity on Ramp and map that to an entity you have on Sage. This may be beneficial for you if you’d like Ramp to post expenses at the entity level and/or removing the intercompany transactions that Sage creates automatically (if and only if the default location of a credit card account in Sage is different than the one selected on a transaction).
Next, you will have the same exact options as below but you will be able to select different entities on Sage, credit card accounts, and bank accounts to sync to different entities and card accounts but even have statements generated separately for each entity. This will make it much easier to reconcile at month's end since we will debit the bank accounts selected for each entity separately (if the same bank account is selected, we will take separate debits) making it easy to identify exactly what was attributed to one entity vs. the other.
Note: statements can be found on the Ramp Transactions tab where you can find the statements currently. There will be an additional column denoting what entity each transaction is a part of.
Each card will be tied to a single entity moving forward. If the entity you select on Ramp is the Top Level, you will still be able to use the Sage location field to designate what entity an expense should go towards, but it will be posted at the top level and may create intercompany transactions if the default location of the credit card on Sage is different than the one selected on Sage. To make the assignment of entities on a card easier, we have also introduced the option of mapping Ramp Locations to Entities so whenever you create a card on Ramp, the default entity used is based on the location of the user. Below you can see the 4 Ramp locations that map to this entity I’ve created.
For example, if User A has a Ramp Location of Miami, then when a card is created for User A, it will have the entity “Sage’s Watermelon Drive-thru”. I can change the entity of that transaction though by setting the Entity on it to Entity 2 (i.e. “Honeycomb Holdings Inc”). To do this, you’d want to edit the card, scroll to the bottom and navigate to the “Danger Zone”.
As noted in the image, changing the entity of a card will only affect future transactions.
Additionally, to change the entity of a single transaction, you’d have to change it before the Statement Payment date. Once we’ve generated statements for your account, those transactions cannot be moved across entities you’ve set up in Ramp.
Again, this does not affect you if you only have 1 entity on Ramp and multiple in Sage.
4. Frequently Asked Questions
Q: What should I do if an employee or user spends across multiple entities?
A: Each virtual card is tied to an entity, and a user may have virtual cards that tie to different entities. Thus, if a user spends across multiple entities, the suggested set up is to have multiple virtual cards, one for each entity. This will make the statement payment and reconciliation process more seamless since if you had the option to move around the subsidiary, there is the possibility it doesn't match up with how it was paid out.
Q: What happens if I change the mapping of a location (i.e. Location A now maps to Entity A instead of Entity B)?
A: Future cards will now default to the updated entities, however existing cards will remain untouched. To edit the entity of a card, click into the card -> select "Edit" -> Scroll to the bottom and change the entity of said card.
Note: this will only affect future transactions
Q: Can I get multiple physical cards, one for each entity?
A: You can only have 1 physical card by employee and the business name and logo must be the same across entities
Q: Can I split transactions across entities?
A: you can split across locations (which may correspond to entities). However the locations available are the locations available where the credit card is created (i.e. if credit card is created at Location 100; then the only locations you can split that transaction across are other locations available within Location 100).
Q: How do I switch the entity of a transaction or reimbursement?
A: Follow these steps.
- Click into a transaction or reimbursement
- Scroll-down in the drawer to the "Accounting" section and click on "Entity." Select which new entity you would like to be mapped to the transaction or reimbursement.
- Lastly, scroll-down and click "mark-ready." The "mark-ready" button will change to "ready" and he transaction will be updated with the correct entity.
Q: Why can I no longer switch the entity of a transaction or reimbursement?
A: Once a customer's Ramp statement is generated, a customer may no longer change the entity tied to a transaction. This control is in place to mitigate reconciliation issues.