Manage Vendor Matching for Sage Intacct

Sage Intacct vendor matching lets Workspace Admins review and update the vendor assigned to non-reimbursable company card expenses before they export to Sage Intacct. Expensify imports your Sage Intacct vendor list, automatically matches vendors where possible, and lets admins set or update the Vendor field before export. This helps ensure expenses export with the correct vendor instead of requiring manual corrections in Sage Intacct.

Who can use Sage Intacct vendor matching

This feature is available to Workspace Admins whose Workspace:

• Is connected to Sage Intacct.
• Has Credit Card Charges selected under Export company card expenses as in the Sage Intacct configuration.

If your Workspace isn’t connected to Sage Intacct yet, learn how to connect to Sage Intacct.

How vendors are matched to company card expenses

Expensify assigns vendors automatically in the following order:

• If a workspace merchant rule specifies a vendor, that vendor is assigned.
• Otherwise, Expensify automatically matches the merchant name against your imported Sage Intacct vendor list. For example, STARBUCKS #456 DOWNTOWN matches Starbucks.
• If no match is found, the Vendor field remains empty until a Workspace Admin selects one.

Whenever a vendor is assigned automatically, Concierge posts a system message on the expense indicating whether the vendor was set by a merchant rule or by vendor matching.

Workspace Admins can manually select a vendor from the searchable Vendor field on an expense at any time. Once a vendor is selected manually, Expensify preserves that selection and won’t overwrite it with automatic matching.

How to set a fallback (default) vendor for Sage Intacct company card expenses

1. Click the navigation tabs (on the left on web, on the bottom on mobile), then go to Workspaces > [workspace name] > Accounting > Sage Intacct.
2. Click Export.
3. Under Export company card expenses as, select Credit Card Charges.
4. Select a Default vendor.

The default vendor is used only when an expense doesn’t already have a vendor assigned. If no default vendor is configured, expenses export to the vendor Credit Card Misc.

How vendors export to Sage Intacct

When company card expenses are exported, Expensify assigns vendors in the following order:

1. The vendor selected on the expense.
2. The Default vendor configured in workspace settings.
3. Credit Card Misc, if neither of the above is available.

FAQ

Do I have to set a vendor?

No. The Vendor field is optional.

Expensify automatically attempts to match a vendor using your imported Sage Intacct vendor list. If no match is found, the field can remain blank. When the expense exports, Expensify uses the configured Default vendor. If no default vendor is configured, the expense exports to Credit Card Misc.

Does manually assigning a vendor stop automatic matching?

Yes. Once a Workspace Admin manually assigns a vendor to an expense, Expensify preserves that selection and won’t replace it with automatic matching.

How do I know why Expensify assigned a vendor automatically?

When Expensify automatically assigns a vendor, Concierge posts a system message on the expense indicating whether the vendor was assigned by a merchant rule or by vendor matching.