Syncs bills paid through Ramp Bill Pay into e-automate, creating the AP voucher and applying the payment automatically, so the only manual step left is coding each bill in Ramp.
Jump to a specific section by clicking a link
Overview | Samples | Variables | Alert Functionality | Best Practices & Tips | Related Alerts
Overview
Overview
*This project is currently in beta, so integration notes are not finalised*
If you pay vendor bills through Ramp, every one of those payments still has to be recorded in e-automate (the AP voucher raised and the payment applied against it). Doing that by hand means keying each bill twice, and chasing the two systems whenever they fall out of step.
ID659 syncs Ramp Bill Pay into e-automate automatically. Each run picks up the bills Ramp has paid that haven't been synced yet, creates the AP voucher in e-automate, applies the payment against it, and reports both back to Ramp. It also keeps your chart of accounts, vendors and departments in step, pushing them from e-automate into Ramp so they are ready to code against. The only manual step left is coding each bill in Ramp.
ID659 currently covers Bill Pay by ACH and check. Reimbursements and card transactions are planned for later phases.
There are a few things to set up in both Ramp and e-automate before the first run — see Best Practices & Tips.
Run Schedule: To be confirmed
Type of Output: Data Push
* * *
Sample
Sample
Coming soon
* * *
Variables
Variables
GL Account Number: eAuto GL Account number of cash account. **Required.
* * *
Alert Functionality
Alert Functionality
Each run
Every time ID659 runs, it:
- Picks up the bills Ramp has paid that have not yet been synced.
- Creates the AP voucher for each one in e-automate.
- Applies the payment against that voucher.
- Reports the voucher and payment back to Ramp, so the sync status in Ramp stays up to date.
What ID659 does, and what you do
ID659 handles: opening the accounting connection with Ramp, pushing your chart of accounts, vendors and departments from e-automate into Ramp, linking your Ramp vendors to their e-automate records, creating the vouchers, applying the payments, and reporting the sync status back to Ramp.
You handle: coding each bill in Ramp with a GL account and a department. That is the only manual step.
What's in scope
ID659 currently syncs Bill Pay by ACH and check. A bill paid by Ramp card is skipped, since that spend settles on the card rather than through Bill Pay.
Reimbursements and card transactions are planned for later phases.
If something goes wrong
When a bill cannot be synced, ID659 raises a notification explaining why. For example the voucher failed, the payment failed, the vendor is not linked, or the cash account is missing. The same failure raises one notification per day rather than one per run, so a problem that takes a while to fix won't flood you.
Re-runs are safe. If a bill already has a voucher or a payment in e-automate, ID659 picks it up where it left off rather than creating a duplicate.
* * *
Best Practices & Tips
Best Practices & Tips
Setting up Ramp
Link every vendor. Enter the e-automate Vendor Number in each Ramp vendor's external vendor ID field (external_vendor_id). This is how ID659 links a Ramp vendor to its e-automate record.
**A vendor without an external vendor ID is never linked, and its bills cannot be vouchered. ID659 does not try to match vendors by name, because that isn't reliable enough to post against — unlinked vendors are reported to you instead so you can fix them.
Code each bill. Give every bill a GL account and a department. Both lists are pushed from e-automate, so they are already available as options in Ramp. Department is set up as a custom field in Ramp, since Ramp has no built-in department field for bills.
That's it. Once a bill is coded, sync-ready and paid, ID659 picks it up on its next run. Nothing else is needed.
**Do not switch accounting connections in Ramp. Bills coded against an old connection stop coming through to e-automate and will need to be recoded.
Setting up e-automate
Check your A/P cash accounts are set. ID659 uses the A/P cash account for checks and the EFT cashbook account for ACH — the same accounts e-automate's own check run uses, so there is usually nothing to change.
**If a cash account is not set, the run stops before posting anything.
Make sure your GL accounts and departments are ready to post to. Every GL account and department used on bills in Ramp needs to exist and be fully set up for posting in e-automate. An account can show as active and still fail to post if it isn't, and the voucher will fail.
* * *
Related Alerts
Related Alerts
N/A
* * *
0 Comments