Prerequisites
Before you begin, make sure you have the following:
Admin access in both Sage Expense Management and Sage 50 US.
Chart of Accounts and Vendors CSV files exported from Sage 50 using its built-in Import/Export feature.
(Optional) Jobs, Phases, or Cost Codes CSVs if you want to import these additional dimensions.
Ensure you export the latest file with all values updated and check the 'Include heading' option in Sage 50 to download the CSV with headers.
Step 1: Access the Sage 50 US integration
Log into Sage Expense Management with your admin credentials.
From the left menu, select Integrations.
Click Sage 50 US and Connect to start the setup.
Step 2: Upload prerequisite files
Before configuring your integration, upload the files you exported from Sage 50:
Chart of Accounts
Vendors
Note: The Vendor file is not mandatory if you plan to export expenses only as Journal Entries. However, if you intend to export expenses to Purchases or Payments, it’s recommended to upload the Vendor list.
Step 3: Configure export settings
You can now define how to export expenses from Sage Expense Management to Sage 50.
For reimbursable expenses
Choose the export type.
Select your default fields, which vary by export type.
Pick the export state at which expenses should be ready to export.
Choose your grouping method based on whether each expense should be exported as a separate line item or multiple expenses from one report should be combined into a single Sage 50 record.
The Posting date adjusts automatically based on your grouping. You can update this by changing the grouping method.
For corporate card expenses
Choose the export type.
Select your default fields, which vary by export type.
Pick the export state at which expenses should be ready to export.
The recommended grouping method is to export each expense as a separate line item for smoother reconciliation. However, if you prefer to combine multiple expenses from one report, use the General Journal Entry export type.
For corporate card expenses, you can choose to use either the expense spend date or the transaction post date as the posting date.
Note: It’s recommended to use the transaction post date, as it matches your credit card statement date and makes reconciliation easier.
Step 4: Configure import settings
Since you’ve already uploaded your Chart of Accounts and Vendor files, you can now set your import preferences:
Select the types of accounts to import (Chart of accounts)
Choose whether to import names only or names with codes.
Note: The Vendor CSV you upload can be used for both Employee mapping and the Merchant field in Sage Expense Management. Employee mapping is applicable only if you’re using the Purchases module.
If you use additional dimensions like Jobs, Phases, or Cost Codes, upload those CSVs from Sage 50 and define your preferred import format.
These imported lists will appear as selectable fields for employees while coding expenses.
Step 5: Adjust advanced settings
Fine-tune your integration under Advanced Settings:
Set an export schedule: Automatically generate Sage-ready CSVs at regular intervals.
Customize memo/description fields: Decide which data points appear at the top level or line level for better reconciliation and audit clarity.
Exclude certain expenses: Skip records already created manually or imported from another source to prevent duplicates based on different parameters.
Step 6: Launch your integration
Once all configurations are complete, click Launch Integration to activate it.
You can revisit your configurations anytime from the Integration Dashboard, where you can also view export logs, schedules, and mapping details.
Tips and best practices
Ensure you’re using the latest Sage 50 version and file format.
Always export your Sage 50 CSV files using Sage’s default templates to maintain proper field mapping.
If you update any values in Sage 50, re-upload the latest CSVs to keep your mapping accurate and up to date.
Troubleshooting
If an import fails, Sage Expense Management will automatically download an error file containing details about the issue.
Open the file, review the error notes, update the necessary values in the CSV, and re-upload the corrected file to complete the import successfully.