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4(e). Your supplier accounts and suppliers: import, export, and configuration

This article explains how to configure your supplier accounts imported from Sage 100.

Configure supplier accounts with Sage 100 integration

The Spendesk <> Sage 100 integration pulls in your general and auxiliary supplier accounts and automatically matches them to your Spendesk suppliers. You can review, adjust, and set default supplier accounts at any time.

For: Admins and Account Owners on companies using the native Sage 100 (on-premise or Sage 100 cloud SPC) integration.

Before you start

  • You need the Controler or Account Owner role to edit supplier account pairings and default accounts.

  • Your company must have the native Sage 100 integration connected. This integration requires a Sage integrator to install and configure on your local server.

  • Your Sage 100 general and auxiliary supplier accounts must already exist in Sage 100 before Spendesk can pull them in.

đŸ‘„ Only Controlers and Account Owners can edit supplier account pairings and default accounts.

How supplier matching works

  1. The Sage 100 integration retrieves the full list of your general and auxiliary supplier accounts from Sage 100.

  2. Spendesk automatically matches a Spendesk supplier to a Sage 100 general account and auxiliary account when the names match (matching ignores upper/lower case).

  3. For example, the Spendesk supplier "amazon" is automatically matched to the Sage 100 supplier "Amazon," pairing it with general account 4010000 and auxiliary account "AMAZON."

  4. Every time you refresh the Sage 100 connection, Spendesk re-runs this matching process for new Spendesk suppliers and new Sage 100 suppliers.

  5. Once a Spendesk supplier is matched to a Sage 100 supplier, Spendesk never changes that pairing automatically. This protects information you already prepared or exported to accounting.

💡 If the automatic matching does not find a pairing, or pairs the wrong account, you can correct it manually. See the next section.

Manually change a supplier account pairing

  1. Navigate to Settings > Supplier Accounts.

  2. Select the supplier you want to update from the list.

  3. In the right-hand panel, click the pencil icon next to the associated supplier account.

  4. Select the correct general and/or auxiliary account from the list retrieved from Sage 100.

  5. Confirm your changes.

Set a default supplier account

You can assign a default supplier account for card payments and/or invoice settlements, so unmatched transactions still export correctly.

  1. Navigate to Settings > Chart of Accounts > Supplier accounts.

  2. Activate the option for card payments and/or invoice settlements.

  3. Select the default supplier account from the dropdown menu. This menu lists the supplier accounts retrieved from Sage 100.

  4. Confirm your changes.

Troubleshooting

Symptom: A Spendesk supplier isn't matched to any Sage 100 supplier account.
​Cause: No Sage 100 supplier exists with a matching name (case-insensitive), or the supplier was created after the last connection refresh.
​Resolution: Refresh your Sage 100 integration connection, then check again. If no match appears, manually pair the supplier using the steps in Manually change a supplier account pairing.

Symptom: Editing a supplier account pairing has no effect, or the export still fails.
​Cause: The selected Sage 100 account may no longer exist, or the export uses a default account instead of the supplier-specific one.
​Resolution: Confirm the account still exists in Sage 100, refresh the integration connection, and re-check your default account settings under Settings > Supplier Accounts.

⚠ Spendesk never overwrites a pairing that already exists between a Spendesk supplier and a Sage 100 supplier, even after a refresh. Always update existing pairings manually to avoid unintentional changes to information already exported to accounting.

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