Alpha | Importing and Matching Sage Intacct Purchase Orders in Ramp

This feature is now in alpha, if you would like this feature enabled for your Ramp instance then, please reach out to your Account Manager.

Ramp now supports importing Purchase Orders (POs) from Sage Intacct and syncing matched bills back into Sage Intacct. This guide covers how the integration works, what setup is required, and how Ramp handles document matching.

Step 1: Required Permissions in Sage Intacct

Ramp needs Purchasing module access in Sage Intacct to import POs. Most users will need to update the permissions for the Ramp user role.

To check or update permissions:

1. In Sage Intacct, go to Company > Admin > Roles.

2. Find and edit the Ramp role.

3. Click View Subscriptions.

   

4. Make sure the Purchasing checkbox is selected the click Permissions.

   

5. Grant full Purchasing module permissions to avoid sync issues.

   

If PO imports fail or you see a permissions error in Ramp, double-check these settings.

Step 2: Understand Sage Intacct Document Setup

Unlike other ERPs, Sage Intacct uses a customizable workflow for purchasing. For a PO to be imported into Ramp, it must meet three criteria:

1. Purchase Order Type

Ramp only imports document types with the “Order” template type. These are considered POs.

2. Linked Vendor Invoice

There must be at least one vendor invoice document type in Sage Intacct that:

• Has the “Invoice” template type

  

• Can be created from the PO document you want to import

  

You can check this by:

• Going to Purchasing > Configuration > Document Types
• Verifying that the vendor invoice document lists the PO under “Can be created from”

3. Invoice Posts to AP

The vendor invoice type must be configured to post to Accounts Payable (AP).

To check:

1. Go to the vendor invoice document type.

2. Click Edit.

3. Make sure Transaction Posting is set to Accounts Payable (not “Do Not Post”).

   

Step 3: PO Template Selection Logic

When Ramp matches a PO to a bill, it must pick which vendor invoice template to use. If multiple options are available, Ramp follows this order:

1. If there's only one invoice template, Ramp uses it.
2. If multiple templates exist, Ramp selects the one with “Ramp” in the name.
3. If several templates include “Ramp,” Ramp uses the alphabetically first one.
4. If none include “Ramp,” Ramp uses the alphabetically first available template.

Tip: To ensure Ramp uses the correct template, add “Ramp” to the name of your preferred invoice template.

Step 4: PO Data Imported into Ramp

Ramp imports POs with full detail from Sage Intacct, including:

• Line items
• Inventory items (instead of GL accounts)
• Custom fields
• User-defined dimensions (e.g. business unit)

Note: GL accounts are not used directly. Sage Intacct maps inventory items to GL accounts directly on the vendor invoice transaction definition and that will be used when the invoice posts to AP.

Step 5: Enabling PO matching in Ramp

1. Login to Ramp and navigate to Bill Pay -> Settings -> Importing

2. Toggle on Automatically import purchase orders

   

Step 6: Matching a PO to a Bill in Ramp

When creating a bill in Ramp:

1. Click Match Purchase Order

2. Select the PO imported from Sage Intacct

   

3. Ramp pre-fills all data from the PO: line items, custom fields, and dimensions

Important: If the PO is matched, only inventory items are allowed. You cannot switch to expense items.

Step 7: Syncing to Sage Intacct

When a bill matched to a PO is synced to Sage Intacct:

• Ramp creates a vendor invoice

  

• Since the vendor invoice is set up to post to AP, an AP bill gets generated.

  

• Payments are synced back to the AP bill, just like a normal Ramp bill

Even though the invoice is the primary synced object, Ramp links the payment to the resulting AP bill.

Ramp prevents duplicates by adding a “-ramp-matched” suffix to the reference number. This ensures these bills are not picked up again in bill import.

Step 8: What Happens if the PO is Changed?

If you change the PO on a matched bill after syncing:

• Ramp deletes the original vendor invoice in Sage Intacct. Sage Intacct will automatically delete the AP bill.
• A new vendor invoice is created, linked to the updated PO

Common Issues and Troubleshooting

PO Not Showing in Ramp?

• Check that your PO document type is set as “Order”
• Make sure at least one vendor invoice type can be created from the PO
• Confirm that the vendor invoice is set to post to AP

Permissions Error?

• Verify the Ramp user role in Sage Intacct has Purchasing module access

Summary

Ramp’s Sage Intacct PO import feature streamlines your procure-to-pay process. To ensure success:

• Set up correct permissions
• Use the right document types
• Add “Ramp” to preferred invoice templates
• Match bills only to inventory-item-based POs

If you run into issues, review your document configuration in Sage Intacct or reach out to Ramp support.