This article explains how data from Xero is imported into Sage Expense Management You’ll understand what types of accounting dimensions are supported, how import behavior works, and key considerations for a smooth setup.
Prerequisites
You can import fields from Xero either:
During initial onboarding (while setting up the integration), or
Later, as and when required.
To import data, first connect your Xero account with Sage Expense Management. Refer to this guide to connect Sage Expense Management with Xero.
Supported import fields and dimensions
Sage Expense Management supports importing a wide range of dimensions from Xero. These fields can be mapped to standard or custom fields in Sage Expense Management and are used during expense creation and export.
Dimension | Imported as |
Chart of Accounts | Imported as Categories (no custom mapping) |
Suppliers | Imported as Merchants (no custom mapping) |
Tracking Categories | Mapped to Project, Cost Center, or Custom Field |
Projects | Mapped to Project, Cost Center, or Custom Field |
Departments | Mapped to Project, Cost Center, or Custom Field |
Best practice recommended is to map the Project dimension in Xero to the Project field in Sage Expense Management, as this allows restricting certain projects to specific employees.
Auto-sync behavior
Sage Expense Management regularly syncs data from Xero to keep your fields up to date. Most fields are refreshed automatically every 24 hours, but you can also perform a manual sync when needed.
Here’s how each type of field behaves when changes are made in Xero (like disabling, renaming, or re-creating values).
Behavior | Chart of Accounts | Suppliers (Merchant) | Other Dimensions (Dept, Project, etc.) |
Import rule | Only active values | Only active vendors | Only active values |
Disable in Xero | Disabled in Sage Expense Management | Removed from merchant options | Disabled in Sage Expense Management |
Rename in Xero | Old value disabled, new value added | Old value deleted, new value added | Old value disabled, new value added |
Delete & recreate in Xero | Record updated with correct internal ID | Record updated with internal ID | Record updated with internal ID |
Manual additions in Xero | Not applicable | Preserved | Preserved |
Re-import after deletion in Sage Expense Management | Will be re-imported if still active | Will not be re-imported | Will not be re-imported |
Tips & best practices
If you’ve made changes in Xero, trigger a manual sync in Sage Expense Management to ensure updates are reflected immediately.
Always make changes in Xero and sync them to Sage Expense Management—avoid modifying imported fields directly in Sage Expense Management
Turn on import toggles for all essential fields to keep your data accurate and up to date.
Troubleshooting import issues
Issue | Resolution |
Missing values | Trigger a manual sync. Automated sync runs every 24 hours. |
Field not updating | Try deleting and re-importing the mapping if needed. |
Need help setting this up? Reach out to us at [email protected], and we’ll be happy to assist you.