Exporting Data to General Ledger Dimensions in Sage Intacct

For our Sage Intacct customers, ProSpend can now export data to general ledger dimensions in both AP Supplier Invoices and General Journals. 

Sage Intacct AP Supplier Invoice

Sage Intacct General Journal

These dimensions can be setup as standard fields or custom fields in ProSpend and we can then map it to the general ledger dimensions in Sage.

We can map up to 5 dimensions at the moment.

In order to set this up, we need below information from you -

• Integration Name of the General Ledger Dimension

You can find this information in the Object Definition page of each General Ledger Dimension in Sage Intacct.

• The values or options within each General Ledger Dimension

You can send us the list of options that need appear for each dimension in ProSpend. Along with the options, please send us the ID for each option. You can find this information on the dimension sage in Sage Intacct.

If the corresponding field doesn't already exist in ProSpend, we will need to create it and there might be some additional charges involved.

Please reach out to us if you want this setup.

Ability to Add a Note for Each Export Batch

You can now add a note before creating an export batch.

These notes will then appear on the Claim Exports page against the export batch.

Changes to Supplier Invoices Import Template

A few weeks ago, we released a new feature which allows you to import supplier invoices. Please see below for more information -

We received feedback that the template has standard headers which means even if you have modified some of the field labels in ProSpend, the file still needs to have standard column headers. For example - if your site has cost centre field renamed to Department, the file still needs to have the column header as Cost Centre Name. While this is still the case, you can now add text that is relevant to your company in square brackets along with the standard column header, so your users understand what needs to go in that column. In the above example, the column header can be something like Cost Centre Name [Department Name]. The system will ignore anything in square brackets in the column headers when importing the file. 

Approver Acknowledgement and Approver Notes

Previously, we could display a tick box in the approval confirmation pop up, so the approvers can confirm or acknowledge something before approving a claim. If this box is enabled, the approver needs to tick it before they can approve a claim.

You can now choose to add another text field in this approval confirmation pop up. This will give approvers an option to add a note and approve a claim without having to tick the acknowledgment or the confirmation box. 

Claim History

If the approver ticks the box or adds a note or does both, the claim history records those actions. For the acknowledgement box, the history section shows the date and the time of acknowledgement. For notes, it shows when the note was added and what the note is.

Subsequent Approvers

After the first approver approves a claim, it moves on to the subsequent approvers, if there are any. When these subsequent approvers are approving the claims, they can already see the changes made by the previous approver i.e if the box was ticked by the previous approver, they can see the box ticked and if there were any notes added by the previous approver, they can see the notes.

These approvers can then update these fields, if needed. However, the system still does a check i.e either the tick box has to be ticked or the notes field has to be populated before they can approve the claim.

If these approvers make any changes, those changes are reflected in the claim history section. For example - if the second approver unticks the acknowledgment tick box, the claim history shows that the time and date of previous approver's acknowledgement has been cleared.

Claim Status Report

We have added 2 new columns to the Claim Status Report - Approver Acknowledged and Approval Comment. These columns will be at the end of the report. These columns will display the latest data. For example - if the first approver ticked the acknowledgment and approved the claim, the report will show the date in the Approver Acknowledged column. However, if the claim goes to a subsequent approver and if they untick the box, the system will update the report to show nothing in that column.

Option to Not Show Split Lines on Purchase Order Copies

By default, if a PO has an item that has been split, the system shows these split lines on the purchase order copies that are sent to the claimants and the suppliers.

For example - below PO item has 3 splits in ProSpend -

Below is what the PO will look like -

There is now an option which will exclude split lines and show only one line per item. If this option is enabled, the above PO will look like below -

If the new option is enabled and if an item has splits,

1. Information from the main item will be will be shown on the purchase orders for below columns -
   • Qty
   • Price
   • Amount
   • GST Amount
   • Total (incl. GST)
2.  Information from the first split line will be shown for below columns -
   • Order Details
   • Activity Code
   • Project Group Code / Name
   • Project Code / Name
   • GST (Tax Code)

By default, the system will continue to show splits on purchase order copies but reach out to us if you want to hide them.

Searchable Custom Fields

Currently, if a custom field has options linked to it, it becomes a simple drop down field. The user can scroll through the options in the drop down but cannot search for them.

We have now introduced a new custom field data type called Searchable which will allow the users to search for options in the drop down.

If a custom field is setup with this data type and have options linked to it, below is what the field will look like on the expense screen.

The users can start searching for an option and the system will bring up the closest matches. The search function is triggered as soon as the user starts entering at least one character and as they add or remove characters, the search is refreshed. 

The search works based on start of each word. For example - in the below screenshot, the user entered "c" and the system is showing all the options that have words starting with letter c.

By default, the system only shows the first 100 options in the drop down and as the user starts searching, it will bring the top 100 or less closest matches.

If the user wants to remove the selected option, they can click on Remove.

Once the user chooses an option and clicks on the field again, the system will start the list from the option selected. To see the previous options or the whole list, the user needs to remove the selected option.

If you have existing drop down custom field(s) already setup and if you would like to make them searchable, please reach out to us and we can update the data type for these fields.