Sage Intacct integration: Import purchase orders

Importing and matching Sage Intacct purchase orders in Ramp

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 purchase order to be imported into Ramp, it must meet three criteria:
** To use quote types instead of order type for criteria 1, please contact your account manager to enable.

1. Purchase order type

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

If you need to manage your inventory, you will need to set up the inventory control section.

2. Linked vendor invoice

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

• Has the “Invoice” workflow category
  

• Has selected and populated a number sequence. Note: if a number sequencer is not selected, the vendor invoice and AP bill will use the same number.

  

• 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”

• Has the edit and delete policy set to " All "
  

If you need to manage your inventory, you will need to set up the inventory control section.

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”).

   

The workflow will look like this within the purchasing module once set up is complete.

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. Sign-in 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.

Frequently asked questions

Does Ramp support Sage Intacct’s partial purchase order (PO) billing and conversion logic, including the use of converted POs like PO123-B?

A: Yes, Ramp supports Sage Intacct’s native partial PO handling and conversion process. Here’s how it works:

Partial PO handling in Sage Intacct:

1. POs are created in Sage Intacct with a quantity of 1 and a total dollar amount.
2. When a partial invoice is received, the original PO line is split in Intacct to reflect the partial amount (e.g., $2,500 of a $5,000 PO).
3. Intacct converts the original PO into a new one with a “-B” suffix (e.g., PO123 becomes PO123-B) and marks the original PO as “converted” (i.e., closed).
4. Invoices should no longer be processed against the original PO once it is marked as converted. This prevents duplicate billing.

How Ramp handles this:

• Ramp does not import POs marked as "converted" (closed) in Intacct.
• Ramp will import the original PO (e.g., PO123) until it is converted.
• Once the original PO is converted, Ramp picks up the new PO (e.g., PO123-B) as long as it remains in an "open" status (i.e., partially converted, not fully closed).
• Ramp does support bills being matched to partially converted POs (e.g., PO123-B), enabling proper handling of partial shipments and billing.