Syncing Ramp Purchase Orders into accounting

Overview

Purchase orders (POs) created via Ramp Procurement can be natively synced into NetSuite and Quickbooks.

1. Use Ramp POs to issue spend to employees and track spending by matching invoices to Ramp POs.
2. Set up accounting coding on Ramp POs to automate invoice coding for AP teams.

If you're using Sage Intacct, Xero, or Universal CSV, you can still code accounting on Ramp POs with your chart of accounts and fields and export via CSV.

Jump to:

1. Adding accounting coding to Ramp POs
2. Automating bill coding with Ramp POs
3. FAQs

Adding accounting coding to Ramp POs

Admins, Bookkeepers, and PO owners can add accounting coding to Ramp POs, or enable employees to add coding. This streamlines the process for automating invoice coding once the invoice is matched to the PO.

To add coding as an Admin, Bookkeeper, or PO Owner - Navigate to the "Accounting" section in the specific purchase order to add coding.

1. If your company has multiple entities, choose the entity that you'd like to create the PO in.
2. Fill in all the required fields for the PO. This will depend on your accounting provider settings but most accounting providers require a Start Date, Location, and Merchant/Vendor.
3. Add categories to "Expense" line items and inventory item selection to "Item" line items.
4. Click "Save changes" to save your coding.

To allow employees to submit line item coding, Admins can enable "Line item coding" in the controls of a spend program. You can choose which accounting fields you want to display on the request form. Even after a PO is submitted/approved, the requester and admins can update these fields. 

Sync POs to your ERP and view synced POs

After the coding has been saved, click "Sync to Accounting Provider" to create the PO record in your accounting provider. After a few seconds, the PO record will be created and linked back to the Ramp PO. After a PO is initially manually synced once, any following PO edits will auto-sync. 

You can view synced POs by going to the Procurement Purchase Orders page and filtering by "Accounting sync status".

Automating bill coding with Ramp POs

1. Once you upload an invoice via Ramp Bill Pay, you'll see a "Matching purchase order" dropdown that searches through Ramp POs and any imported POs. We will automatically suggest Ramp POs by the vendor or PO#.
2. Once you choose a matching PO, you can automate coding per invoice line item. Click on "Match a PO line item" to bring in the coding from the PO line item. Ramp's AI will automatically map invoice line item <> PO line item.
3. After you sync the invoice to your accounting provider, the invoice line items and PO line items will be matched together in your ERP.

Note that line items must be the exact same type (Expense or Item). Once you've added a matched line item, you won't be able to override the coding for certain fields depending on the line item type (Category field for Expense and Inventory Item field for Item). This check is in place to remove any discrepancies in the coding between the invoice and the PO.

FAQs

Can PO line items be numbered? 

No, line items on Ramp’s purchase orders can not be numbered at this time.

Are there plans to integrate POs to additional accounting or ERP providers?

No, not in the immediate future. 

Once a PO is synced to NetSuite or QBO, how does the PO automatically close out?

If a PO is generated in Ramp and synced to NetSuite or QBO:

• The PO will automatically close in Ramp as “Full Billed” once the the amount of matched bills processed in Bill Pay meets the amount indicated on the PO.
• Once the Fully Billed PO in Ramp is re-synced to NetSuite or QuickBooks, the PO will close out in the ERP.