Select Intacct Employees to Sync to Emburse Spend

This article explains how to control which Sage Intacct employees or vendors synchronize to Emburse Spend. By default, the Emburse Intacct Connector synchronizes all employee records. You can restrict synchronization by creating and using a custom checkbox field in Intacct.

This article applies to customers using the enhanced Intacct configuration in Emburse Spend. If the Accounting Integration screen in Emburse Spend does not display a Configure Settings button, follow the instructions in Connect Sage Intacct to Emburse Spend instead.

This article applies to organizations who manage users as Employees or as Vendors in Intacct.

If you post expense reports as a Journal Entry to Intacct and do not import employee or vendor records into Emburse, this article does not apply to your organization.

Prerequisites

Before you begin, complete the following steps:

How Synchronization Works

The Emburse Intacct Connector automatically creates and updates user records in Emburse based on employee status in Intacct. When a record is created in Intacct, it synchronizes to Emburse during the next sync cycle.

To limit access, create a custom checkbox field in Intacct and select it only for the employees or vendors who should sync.

Create a Custom Field in Intacct

Create a checkbox field to identify which records should synchronize.

  1. In Intacct, select Applications > Customization Services > Custom Fields.

    Sage Intacct Applications menu with Customization Services selected

  2. Select Employee.

  • If your users are configured as vendors, select Vendor.

    Custom Fields page showing Employee object selected

  1. Under Data Type, select Checkbox.

    New Custom Field screen with Data Type set to Checkbox

  2. Enter the following information:
  • Label: Enter a clear name, e.g., Sync to Emburse.
  • Default Value: Select the default value for new records.
  • Field ID: The system generates this automatically. You will use this value later when configuring the connector.

  • Description: Enter a description, if needed.

    Custom Field configuration screen with Label and Default Value fields

  1. Complete the remaining settings as needed. The field does not need to be required.

    Custom field screen in Sage Intacct showing Step 4 deployment options, including checkboxes for required, hidden, and inactive, plus fields for section and tab placement.

  2. Select Done.

The custom field is now available on employee or vendor records.

Select Employees or Vendors to Sync

After you create the custom field, select it on each record that should synchronize.

  1. If users are configured as employees, select Applications > Expenses > Employees.

    Employee record page displaying Sync to Emburse checkbox
    If users are configured as vendors, select Applications > Purchasing > Vendors.

    Vendor record page displaying Sync to Emburse checkbox

  2. Select Edit next to the employee or vendor record.

    Sage Intacct Employees page showing employee list filters, including inactive and hierarchy options, with one employee record displayed.

  3. Select the Sync to Emburse checkbox.

    Employee record page displaying Sync to Emburse checkbox

  4. Select Save.

During the next synchronization cycle, the selected records are created or updated in Emburse.

Next Step

Configure the Intacct connector by following the guide Configure the Emburse Intacct Connector.

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