Ramp Setup Guide: What to Do in Q360

Purpose: The pre-work and configuration on the Q360 side so the Ramp connection matches how Q360 works.
Audience: Q360 admin and accounting leads. (This is the companion to the Ramp-side setup guide and the Ramp Overview article.)

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Before You Begin

This guide has three phases:

1. Pre-Work — clean up and prepare in Q360 before turning on the integration.
2. Configuration — enter settings and do the one-time push to Ramp.
3. Go-Live — test, cut over, and monitor.

Complete pre-work first. Bad data in Q360 is the most common source of problems after go-live.

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Step 1: Pre-Work Checklist

Do this before opening Maintenance > API Config > Ramp.

1.1 Clean up expense categories

These become the coding choices employees see in Ramp. Names appear exactly as they do in Q360.

• Deactivate categories you no longer use.
• Add any missing categories.
• Use clear, employee-friendly names.

1.2 Clean up vendors

Q360 sends vendors to Ramp based on your sync mode. They should be accurate before you push.

• Inactivate vendors you no longer use.
• Check addresses — every U.S. or Canadian vendor must have a valid state or province or the push fails.
• Assign an AP-Main contact to each vendor you buy from regularly.
• Verify the AP-Main contact record itself has an email address populated — the contact existing is not enough; the email on the contact is what Ramp receives.
• Verification: Run the Sync Vendor Report (Live Data > Report Q0404) and check the Contact Email column for blanks before pushing vendors.

Ramp needs a contact email for each vendor. Q360 uses the AP-Main email first. If there is none, Q360 falls back to a default email you set in config (Step 1.9). Vendors with no email and no default will not sync.

1.3 Review the chart of accounts (GL)

During registration (Step 2.5), Q360 sends your GL list to Ramp. Clean it up first.

• Clean up descriptions — they show in Ramp exactly as written.
• Deactivate GL accounts employees should not use for coding.
• Confirm account types are correct.
• Heading accounts are not synced to Ramp — only posting accounts are included.

1.4 Employee records (for reimbursements)

For each person who will submit reimbursements in Ramp:

• They have a Q360 user account.
• Their Q360 email exactly matches their Ramp email.
• They have an employee vendor in Q360 (required to create the payable).

If the email matches but there is no employee vendor, you will get an expense record but a voucher error. Check Sync Error History, fix the employee setup, and reprocess.

1.5 Branches and departments

These become dropdown choices in Ramp. Clean lists mean cleaner coding.

• Deactivate branches and departments that should not appear in Ramp.

1.6 Decide how vendors sync to Ramp

Mode	What it does
Sync All	Sends every vendor, active and inactive. Use only if your data is very clean.
Active Only	Sends only active vendors.
Report-Based	Sends only vendors returned by a Live Data report you choose. Recommended default.

Recommended: start with Report-Based. Sync All and Active Only will attempt to push every qualifying vendor automatically — if any vendor is missing an AP-Main contact and no default email is configured, the push fails for that vendor. If a default email is configured, the wrong address may reach Ramp. Report-Based forces a deliberate selection so you only push vendors that have been reviewed and are correctly set up. This is the safest starting point until you have full confidence in your vendor data.

• Pick a mode (Report-Based recommended).
• If report-based: have the report name or number ready (Live Data > Ramp Sync Vendors, Report Q0404).

1.7 CC liability vendor and GL (if you use Ramp cards)

Ramp issues corporate credit cards to employees for company purchases. When an employee uses a Ramp card, the charge is a company expense — not a personal one to be reimbursed. When these transactions sync to Q360, the liability side posts to a single central vendor and GL account rather than to the individual employee. All card transactions, regardless of currency, use the same vendor and GL.

You need two separate records in Q360 — do not confuse them:

1. A vendor record — create a new vendor in Q360 (e.g. “Ramp General”). This vendor represents the Ramp corporate card — all card transaction vouchers post against it. To create a vendor, open a Customer record (via File, Sales, or Accounting) and create a new record with type Vendor.
2. A GL account — identify or create a liability GL account (e.g. “Ramp Credit Card Liability”). To create a GL account, go to Accounting Admin > GL Admin > GL Accounts. The Bank flag must be set on this account — it functions as a bank account for card transaction clearing.

1.8 Bank accounts for Ramp activity

Q360 needs two bank account GL accounts — confirm both with your controller before configuration.

Ramp AP Bank Account — used when Ramp marks a bill as paid and Q360 records that payment. Configured in core Q360 setup.

• GL account type: Asset — this should be your actual checking or cash account that funds leave from when Ramp pays a vendor.
• If this is set up as an Expense, Revenue, or wrong Liability account, payments will post to the wrong place on your balance sheet.

Card Transaction Voucher Bank — the clearing account placed on card transaction vouchers (e.g. “Ramp Credit Card USD”). Configured in the Ramp entity setup.

• GL account type: Liability — this accumulates what the company owes on the Ramp card as transactions come in, and clears when the card balance is paid.
• If this account does not already exist in your chart of accounts, create it as a Liability before proceeding.

Do not assume this is obvious. The wrong account type here will cause transactions to post incorrectly. Confirm both accounts and their GL types with your controller before going further. If you have set up a Payment Processor integration before, this requires the same care.

1.9 Default contact email (vendor fallback)

Recommendation: leave this blank.

Without a default email, any vendor that is missing an AP-Main contact will fail to sync with a clear error. This is the desired behavior — it makes the gap immediately visible so you can fix it (add an AP-Main contact to the vendor, then edit and re-save the vendor record to push it to Ramp). From that point, the vendor syncs on every save automatically.

Configuring a fallback email masks missing AP-Main contacts: vendors get pushed to Ramp with a generic address that may not represent them correctly, and the gap is invisible until something goes wrong downstream. Worse, if you later add the correct AP-Main contact to the vendor in Q360, that email will not update in Ramp — Ramp does not currently have an API endpoint to update vendor contact email. So the generic fallback address will persist in Ramp permanently unless manually corrected there.

If you must use a fallback (not recommended): Agree on an address (e.g. ap@yourcompany.com) and understand that any vendor without an AP-Main contact will be pushed with this address. Plan to audit and correct those vendors in Ramp after go-live.

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Step 2: Configuration

Prerequisite 1: The Ramp integration must be enabled on your Q360 environment by Solutions360 before the configuration screen is available. If you do not see “Ramp” under Maintenance > API Config, contact your Solutions360 representative. After it is enabled, clear your browser cache and refresh the page.

Prerequisite 2: The Q360 API Director must be configured with the correct Ramp API endpoint URL before Test Connection will work. This is typically already set, but on a fresh environment it may need to be configured by Solutions360. If Test Connection returns a 401 authentication error and your credentials are correct, the API Director is the most likely cause.

Open Maintenance > API Config > Ramp.

2.1 Connect to Ramp

• Get API credentials from your Ramp admin.
• Enter them on the Ramp config page.
• Click Test Connection — you should see a green Success message.
• Check the Access Enabled checkbox.
• Click Register Webhooks — you should see a confirmation that webhooks were registered successfully. Webhooks allow Ramp to notify Q360 in real time when transactions are approved, bills are paid, etc., rather than waiting for the next polling interval.

2.2 Map companies to Ramp (one-to-one)

Each Q360 company must link to exactly one Ramp entity. You cannot share a Ramp entity across two Q360 companies.

• For each Q360 company, select the matching Ramp entity.
• Confirm no Ramp entity is used twice.

Activity from an unmapped Ramp entity will not import. It appears in Sync Error History so nothing is lost silently.

2.3 Enter integration settings and save

Fill in the settings on the settings screen, then click Save:

• Default contact email — leave blank (recommended). See Step 1.9. Only fill this if you have a specific reason to use a fallback address.
• Vendor sync mode — set to Report-Based (recommended); if report-based, also enter the report number (Step 1.6).
• Ramp CC Liability Vendor — the vendor record for all card activity (Step 1.7).
• Poll Interval (Minutes) — how far back Q360 looks for new transactions on each run (default 240).

Note: The following settings are configured elsewhere in Q360, not on this screen:

• CC Liability GL — configured in core Q360 GL setup.
• Card Transaction Voucher Bank — configured in the Ramp entity setup.
• Default branch and department — set through the standard process of creating records in Q360.

Saving stores your settings. It does not push anything to Ramp — that happens in Step 2.5.

If you are changing vendor sync mode (e.g. from Active Only to Report-Based): vendors that were already queued under the previous mode will still attempt to process and may fail. These failures can be safely ignored — check Sync Error History and disregard errors for vendors that were queued before the mode change.

2.4 Receipt forwarding (optional)

• If you want employees to forward receipts from Q360 to Ramp, get the receipt inbox email from Ramp and enter it in the Receipt Email setting.

When configured, a Ramp Receipts tab appears on the Expenses form. Users upload files there (JPG, PNG, or PDF only), right-click, and choose Forward Receipt to Ramp. Other file types are blocked. If this setting is left blank, the tab does not appear.

2.5 Register with Ramp

Register Service is the deliberate push that sends your data to Ramp: GL accounts, expense categories, the six custom accounting fields, vendors (per your sync mode), and entity mapping. It also creates Ramp payment types and payment terms in Q360 automatically.

• Click Register Service on the Authentication tab.
• Check View > My Background Jobs and wait for status to show Success.
• If it fails, fix the issue and click Register Service again — re-running is safe and fills in anything missing.

Duration: Registration time depends on data volume. With report-based vendor sync and a few hundred active records (projects, calls, opportunities), expect 2–10 minutes. With sync-all on a large dataset, it could take several hours. The process runs in the background — Q360 remains fully usable while it completes.

Verify in Ramp after registration (use Ctrl+K to search):

• GL accounts appear in Chart of Accounts.
• Expense categories appear as additional GL accounts in Chart of Accounts.
• Six custom accounting fields exist: Q360 ProjectNo, Q360 CallNo, Q360 OpporNo, Q360 Branch, Q360 Department, Bill to Customer.
• Vendors appear (if your sync mode includes them).

Verify in Q360 after registration (Maintenance > General Codes):

• Ramp payment type codes exist (type = PAYTYPE): RAMP_ACH, RAMP_CARD, RAMP_CHECK, RAMP_DOMESTIC_WIRE, RAMP_INTERNATIONAL, RAMP_LOCAL_BANK_XFER, RAMP_OT_CARD, RAMP_OT_CARD_DLVRY, RAMP_PAID_MANUALLY, RAMP_SWIFT.
• RAMP payment terms code exists (type = PTERMS).

Ramp-side steps required after registration:

1. Restrict expense categories to card and reimbursement forms (not bills). Expense category GL accounts (e.g. MEALS, TRAVEL) appear in Ramp’s chart of accounts alongside regular GL accounts. Restrict them so they only show on card transactions and reimbursements — not on bills — otherwise employees will accidentally pick them when coding bills.

• In Ramp, go to Chart of Accounts and create a Chart of Accounts Workflow that shows expense categories only for card transactions and reimbursements.
• Ask your Ramp admin or Solutions360 contact if you need help with the workflow builder.

2. Configure Q360 custom field visibility and export rules in Ramp. Q360 registration creates the six custom fields in Ramp, but they will not appear on employee expense forms until the Ramp admin configures them. These steps require a full Admin role in Ramp (IT-Admin does not have access). See the Ramp-side setup guide (Steps 4B and 4D) for details.

• Add all six Q360 fields to the Submission Policy and confirm they are enabled for all expense types (including Mileage and Reimbursements).
• Verify “Required for export” is OFF for Project, Call, and Opportunity — Q360 expects at least one object type on an expense, not all three. Ramp does not support an “at least one of” rule, so validation is handled on the Q360 side.

2.6 Vendor crosswalk (Ramp vendor to Q360 vendor)

Prerequisite: Register Service (Step 2.5) must complete successfully before the crosswalk can be used. Attempting to link or process vendors before registration will fail.

Bills will not import for any Ramp vendor that is not linked in the crosswalk.

• Open the Vendor Crosswalk tab.
• Click Import Ramp Vendors (this loads Ramp’s vendor list into the crosswalk for matching — it does not create vendor records in Q360).
• Review each row — the system suggests a match:
  • 100% match — exact name match; action set to LINK automatically.
  • Partial match — similar name; needs your review (action shows PENDING).
  • No match — nothing similar found (action shows PENDING).
• Set the action for each row:
  • LINK — connect this Ramp vendor to an existing Q360 vendor.
  • CREATE — create a new Q360 vendor from the Ramp data and link them.
  • NOLINK — exclude this vendor; bills for them will not import.
• Select all resolved rows, right-click, and choose Process Selected.
• All rows must be resolved before the Export Q360 Vendors button becomes available.

NOLINK is not permanent — you can change it later and reprocess. A Q360 vendor can only be linked to one Ramp vendor.

2.7 Push vendors to Ramp

Sends your Q360 vendor data to Ramp per your sync mode.

Sync All or Active Only:

• On the Vendor Crosswalk tab, click Export Q360 Vendors (available once all crosswalk rows are resolved).

Report-Based:

• Go to Live Data > Ramp Sync Vendors (Report Q0404), select vendors, right-click > Push to Ramp.
• Check Synced Vendors and Sync Error History for results — common failures are missing state or missing email.

2.8 Background job (ongoing import from Ramp)

This scheduled job pulls in new bills, reimbursements, and card activity. Set it up once.

• Go to Maintenance > Background Job Administration and click Add (+).
• In the Job SQL field, click the pencil icon and select the Integration: Process Queue template.
• Set the @ps_Service parameter to 'RAMP'.
• Name the job Ramp: Process Queue.
• Set Frequency Type to MINUTES, Frequency Interval to 3.
• Click Save, then Install Job.

The polling interval (how far back Q360 looks for new transactions on each run) defaults to 4 hours and does not need to be changed. This setting is visible in Maintenance > API Config > Ramp as “Polling Interval.”

To trigger it immediately during testing: find the job in Background Job Administration and click Run Job. Check View > My Background Jobs to confirm it is running.

2.9 Final Ramp check (with your Ramp admin)

Verify the following in Ramp (use Ctrl+K to search by name):

• GL accounts are populated in Chart of Accounts.
• Expense categories appear in the chart of accounts.
• Six custom accounting fields exist with correct dropdown options.
• Pushed vendors appear.
• Chart of Accounts Workflow is configured so expense categories only show on card transactions and reimbursements (Ramp guide Step 4C).
• Submission Policy includes all six Q360 custom fields, enabled for all expense types including Mileage (Ramp guide Step 4D).
• “Required for export” is OFF for Project, Call, and Opportunity fields (Ramp guide Step 4B).
• Transaction splitting is disabled (Ramp guide Step 4E).

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Step 3: Go-Live

3.1 Pick a cutover date

• Choose a clear date — usually a month boundary.
• The integration does not backfill history before that date; plan how to handle pre-cutover items separately.
• Communicate the date to accounting and field users.

3.2 Test a small set

• Bill: Approve a small bill in Ramp. In Q360, confirm a posted AP voucher with the correct vendor (from the crosswalk), correct bank, and post date matching Ramp’s accounting date. When Ramp marks it paid, confirm the payment posts from your Ramp AP Bank Account.
• Reimbursement (paid through Ramp): Approve and pay a reimbursement via Ramp. Confirm the expense record and employee voucher appear in Q360 — the voucher should be posted and paid.
• Reimbursement (paid outside Ramp): Mark a reimbursement as paid outside Ramp. Confirm the expense and voucher appear — the voucher should be posted but unpaid (Q360 does not record a payment it did not initiate).
• Company card: Approve a test card expense. Confirm the voucher uses the CC Liability Vendor and GL (Step 1.7) and the Card Transaction Voucher Bank (Step 1.8).
• Check Sync Error History for any failures.

3.3 GL and coding spot-check

• Open imported vouchers and expenses; confirm GL, project, call, branch, and department are correct.
• For card activity, confirm the CC Liability Vendor, GL, and Card Transaction Voucher Bank are on the voucher.
• Confirm all imported items show EXEMPT tax treatment (Ramp handles tax; Q360 does not recalculate).

3.4 Train your people

• Walk through the Ramp dropdowns that came from Q360 (projects, calls, branches, departments, expense categories).
• Card transactions and reimbursements must be coded to an expense category (e.g. MEALS, TRAVEL), not a GL account. Bills use GL accounts directly. The Ramp-side workflow controls what users see in the dropdown, but if it is misconfigured, transactions coded to GL accounts instead of categories will not process correctly in Q360.
• Remind them: vendors are owned in Q360 and flow one-way to Ramp — edits made only in Ramp can be overwritten on sync.
• Cover receipt forwarding if you turned it on (Step 2.4).
• Splitting transactions in Ramp is not supported in Phase 1 and must be disabled before go-live. Your Ramp admin should confirm the split toggle is off in Settings > Policy > Expense Requirements and that no Split expense automations exist in Settings > Policy > Accounting Rules (see the Ramp-side setup guide, Step 4E). Employees should always code each transaction to a single GL account, project, and cost center.

3.5 Monitor the first few weeks

• Check Sync Error History daily at first.
• Review Synced Vendors while you are still cleaning vendor data.
• Do a clean month-end close with the new data.

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Ongoing: What Happens Automatically

When someone changes data in Q360:

What changes in Q360	What happens in Ramp
Vendor saved (within sync mode)	Vendor created or updated in Ramp
AP-Main contact updated on a Ramp-linked vendor	Other vendor details updated in Ramp, but email address will not update — Ramp does not have an API endpoint for this. You must also update the email manually in Ramp.
GL account saved	GL updated in Ramp
Vendor deactivated	Marked inactive in Ramp
GL deactivated	Marked inactive for coding in Ramp
New project, call, branch, department, or category saved	Appears in the corresponding Ramp dropdown automatically — no need to re-run Register Service

When something happens in Ramp:

In Ramp	In Q360
Bill approved, vendor crosswalked, entity mapped	Posted AP voucher; post date from Ramp accounting date; payment from Ramp AP Bank when Ramp marks paid. Note: Opportunity is not carried over to bills.
Reimbursement paid through Ramp	Approved expense + voucher to the employee vendor, posted and paid
Reimbursement paid outside Ramp	Approved expense + voucher to the employee vendor, posted but unpaid
Company card charge approved	Approved expense + voucher posted to CC Liability Vendor/GL (Step 1.7) and Card Transaction Voucher Bank (Step 1.8). Ramp memo appears on voucher line description.
Activity from an unmapped entity	Skipped; logged in Sync Error History
Bill from a NOLINK vendor	Not imported; logged in Sync Error History
Bill, reimbursement, or card transaction split within Ramp	Not supported in Phase 1. Only the first line item’s coding carries through to Q360. The split is not replicated. See the note below.

Phase 1 limitation — Ramp splits: If a bill, reimbursement, or card transaction is split within Ramp (divided across multiple GL accounts or cost centers before syncing), that split does not write back to Q360. Only the first line item’s coding is carried through. If your team regularly uses Ramp’s split feature, make sure they understand this before go-live. This will be addressed in a future phase.

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Troubleshooting

Symptom	Common cause	Where to look
Vendor did not go to Ramp	No AP-Main contact (expected behavior if no default email set)	Add AP-Main contact to vendor, then edit and re-save the vendor record
Vendor did not go to Ramp	U.S./CA vendor missing state	Fix vendor address in Q360
Bill did not import	Vendor not in crosswalk	Vendor Crosswalk (Step 2.6)
Bill did not import	Company not mapped	Company map (Step 2.2)
Reimbursement stuck	Emails do not match	Q360 user email vs. Ramp user email
Reimbursement voucher failed	No employee vendor	Add employee vendor in Q360 (Step 1.4)
Card voucher going to wrong vendor	CC Liability Vendor not set	Ramp config settings (Step 2.3)
Nothing new importing from Ramp	Background job not running	Ramp: Process Queue job in Background Job Administration (Step 2.8)
Registration error	API credentials or data issue	Test Connection (Step 2.1) to confirm auth, then Register Service again

Sync Error History — from the Ramp config page or the report list — is always the first place to read the why.