Connector for Acumatica

The Connector for Acumatica syncs your PEX card purchases, reimbursements, receipt images and Bill Pay invoices to Acumatica. Map your Acumatica GL accounts and Subaccounts to PEX tags, and each transaction posts to the right place in your general ledger. Vendors in Acumatica are also added to PEX. The connector works with both PEX Credit Expense and Prepaid Expense accounts. What syncs to Acumatica:

• Card purchases, as journal entries or expense receipts
• Reimbursements, as expense receipts
• Receipt images, attached to the matching Acumatica record
• Bill Pay invoices, as AP bills with the payment applied

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Before you start

Set up a dedicated Acumatica user for PEX with read and write permissions for the records PEX syncs. We recommend this over a personal login so the connection keeps working when people change roles. You’ll need:

• Your Acumatica instance URL
• Your Acumatica company name
• The username and password of the dedicated user

You don’t need to register a developer application in Acumatica.

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Connect PEX and Acumatica

Once you’re connected, PEX loads your Acumatica data and the status shows Connected: preparing your data…. This can take a few minutes or several hours, depending on how much data you have. You can leave the page while it runs. When it’s done, the status shows Connected: and your Acumatica company name.

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Review your Acumatica data

The Acumatica data card lists the records PEX loaded from Acumatica.

• If you have more than one subsidiary in Acumatica, select the Subsidiary PEX should post to. The accounts you see in the rest of the setup come from that subsidiary.
• Click Refresh to load your Acumatica data again without reconnecting.

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Select your PEX account

Select the Acumatica account for your PEX account. Every purchase is credited to this account.

• Credit Expense: Select the PEX credit card account your card spend is charged to.
• Prepaid Expense: Select the PEX bank account your card spend is paid from.

Click Save.

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Map the expense account

The Expense account card sets the Acumatica GL account each purchase posts to. Under How to choose the account, select one of these:

• One value for all spend: Under Post card spend to, select the account every purchase posts to.
• From a PEX tag on the transaction: Under Take the account from, select the PEX tag that holds the account. Admins and Cardholders choose a tag value on each purchase.
  • When that tag is empty, post to: Select a fallback account for purchases that aren’t tagged when they sync. If you don’t set one, untagged purchases fail to sync.
  • Offer the Acumatica accounts as values of this tag in PEX: Turn this on to fill the tag with your Acumatica accounts so the tag values match your chart of accounts.

You can only map dropdown tags. Create the tag in Tag Manager first. Click Save.

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Map the Subaccount

In Acumatica, segments such as Department, Location, Region and Fund are part of the Subaccount. They aren’t separate fields, so you map one Subaccount value for each purchase instead of mapping each segment. The Subaccount card works like the expense account. Under How to choose the Subaccount, select one of these:

• One value for all spend: Under Post card spend against, select one Subaccount.
• From a PEX tag on the transaction: Under Take the Subaccount from, select the PEX tag that holds the Subaccount.
  • When that tag is empty, use: Select a fallback Subaccount. If you don’t set one, untagged purchases post without a Subaccount.
  • Offer the Acumatica Subaccounts as values of this tag in PEX: Turn this on to fill the tag with your Acumatica Subaccounts.

The Subaccount mapping is optional. Use a different PEX tag for the Subaccount than you use for the expense account. Click Save.

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Configure card spend

On the Card spend card, under Post card purchases as, select how purchases post to Acumatica:

• Journal entry (default): Each purchase posts as a journal entry. Split purchases always post as journal entries.
• Expense receipt: Each purchase posts as an Acumatica expense receipt. Expense receipts don’t have a vendor, so the merchant name goes in the description. Fill in:
  • Employee: The Acumatica employee ID that claims the receipts
  • Corporate card: The Acumatica corporate card ID that pays the receipts. If you leave it empty, Acumatica records the spend as owed to the employee.
  • Expense item: Acumatica requires an expense item on every receipt line

Click Save.

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Sync reimbursements

PEX reimbursements sync to Acumatica as expense receipts, using the same account and Subaccount mappings as card spend. Receipt images are attached to the expense receipt. Reimbursements sync after they settle in PEX. Your employees then add the expense receipts to an expense claim in Acumatica, the same way they do for any other expense. When the expense claim is released, Acumatica creates the AP bill for the employee. PEX doesn’t create this bill. Learn more about Reimbursements.

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Configure Bill Pay sync

Bill Pay invoices you pay in PEX sync to Acumatica as AP bills with the payment applied. New to Bill Pay? Read Getting Started with Bill Pay. On the PEX Bill Pay card:

• Turn on Sync paid Bill Pay bills.
• Payment account: Select the Acumatica cash account the payments come from. You need to select a payment account before you can turn on Bill Pay sync.
• Default expense account: Select the account to use when an invoice line’s tag doesn’t map to an account. If you leave it empty, those invoices fail to sync.

Click Save. Vendors in Acumatica are added to PEX, so you only need to set them up once. Learn more about managing your vendors.

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Bill Pay fields mapping

Bill Pay invoice lines use the same account and Subaccount mappings as card spend. See Map the expense account and Map the Subaccount. Example: Map the expense account to a PEX tag

• Map the expense account to a PEX tag, such as “Expense Account,” and select a value on each invoice. You can add tags when you create or edit an invoice in PEX.
• If an invoice isn’t tagged when it syncs, it posts to the Default expense account on the PEX Bill Pay card. Tags take priority over the default.

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When will Bill Pay invoices sync to Acumatica?

An invoice syncs after it’s paid in PEX Bill Pay. If an invoice is closed but the payout hasn’t gone out yet, it syncs after the payout. Invoices paid with a vendor card sync once, as the invoice payment. The vendor card transaction doesn’t sync again as a card purchase.

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Correct a synced payment

Acumatica doesn’t allow a synced payment to be edited, so PEX can’t change it. To correct a payment: PEX checks that the payment was voided before it sends a new one. It can take up to an hour for the void to show up in PEX. The new payment notes which payment it replaces.

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Sync to Acumatica

On the Sync tab, you can:

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Where PEX data lands in Acumatica

Card purchases depend on the Post card purchases as setting on the Card spend card:

• Journal entry (default): Finance > Journal Transactions. Each purchase is one journal entry, with the expense account and Subaccount from its tags.
• Expense receipt: Expenses > Expense Receipts. If you set a Corporate card, Paid With is set to “Corporate Card, Company Expense” with that card selected. The receipt image is attached.

Bill Pay invoices: Payables > Bills and Adjustments, with the invoice attached. The payment shows up in Payables > Checks and Payments, applied to that bill. Reimbursements: Expenses > Expense Receipts, with Paid With set to “Personal Account” and claimed by the employee. They post only after the reimbursement settles in PEX. When you release the expense claim, Acumatica creates the AP bill. Don’t pay that bill, since PEX has already paid the employee.

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Auto Tagger

Use the Auto Tagger app with the Acumatica connector to tag purchases automatically based on rules you set. Learn more.

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FAQ

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Support & inquiries

For questions about your connector, email appsupport+acumatica@pexcard.com.