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Q360–Ramp Integration

Overview

The Q360–Ramp integration provides a stable, queue-driven connection that synchronizes master data from Q360 to Ramp and imports financial transactions from Ramp back into Q360. The integration is designed to minimize manual effort, eliminate double entry, and ensure reliable, auditable data flow between the two systems.

Purpose

This integration is designed to:

• Eliminate double entry by syncing vendors, GL accounts, and accounting metadata from Q360 to Ramp
• Import Ramp bills (AP invoices) and employee reimbursements into Q360 for standard processing
• Maintain clear, persistent links between Q360 records and their corresponding Ramp records (users, vendors, custom fields)
• Run automatically in the background using a queue-based architecture, with optional manual prompts available to administrators

Navigation Path

The Ramp integration touches the following areas of Q360:

• Maintenance > API Config > Ramp
• Maintenance > Background Job Administration (configure the RampQ_Process job)
• Customer Record (Create/Edit)
• Dispatch Record (Create/Edit)
• Project Record (Create/Edit)
• AP > Vendor Invoices (view imported Ramp bills)
• Expenses (view imported employee reimbursements)

Data Flow

One-Time Setup (Admin)

1. An administrator enters Ramp credentials and configuration settings in API Configuration and Ramp Configuration, then validates the connection.
2. Initial Register actions publish required reference data to Ramp, such as:
   • GL Accounts
   • Accounting Fields and Options
   • Vendors
3. These actions establish shared keys so both systems reference the same records going forward.

Outbound: Q360 → Ramp (Master Data & Metadata)

• Vendors
  Vendor and customer details are pushed from Q360 to Ramp. Existing Ramp vendors are updated when matched; otherwise, new vendors are created. Accounting links are maintained to ensure future bills map correctly.
• GL Accounts
  The Q360 chart of accounts is registered or updated in Ramp so coding lists remain aligned.
• Accounting Fields & Options
  Custom accounting fields and their allowed values are published to Ramp, ensuring Ramp forms reflect Q360’s coding requirements.
• Accounting Sync Kickoff (Optional)
  When configured, a lightweight export can trigger Ramp’s accounting sync after master data changes so updates propagate downstream.

Inbound: Ramp → Q360 (Transactions & Mapping)

• Bills (AP Invoices)
  Approved or eligible Ramp bills, including line items, are imported into AP > Vendor Invoices for normal Q360 processing and posting.
• Employee Reimbursements
  Approved personal-card or cash expenses are imported into Expenses > Reimbursements, preserving key details such as date, merchant, amount, memo, and coding.
• Users
  Ramp users are resolved against Q360 User IDs to support reimbursement ownership, reporting, and auditability.

Queue-Based Processing

All integration activity is handled through the Ramp Queue:

• Each integration action is broken into small, discrete tasks.
• A background process continuously reads the queue, locks tasks while running, calls Ramp APIs, records results, and safely retries when appropriate.
• This architecture prevents overlapping work, supports scaling, and provides a complete audit trail without interrupting end users.

Triggers

Automatic Triggers

• Record Saves
  Saving a Customer, Dispatch, or Project can enqueue sync tasks to ensure vendors and required metadata exist or are updated in Ramp.
• Background Scheduler
  The RampQ_Process background job runs on a short, repeating interval (every few minutes) to continuously process the Ramp queue and resume safe retries.
• Post-Change Syncs
  After key master data changes (accounts, accounting fields/options, vendor links), the system can trigger a targeted accounting sync to keep Q360 and Ramp aligned.

Manual Triggers (Admin)

• From Maintenance > API Config > Ramp, administrators can:
  • Validate credentials
  • Save or update configuration settings
  • Run Register actions to bootstrap or refresh reference data (accounts, accounting fields, vendors)

Resulting User Experience

• End users continue working in familiar areas such as Customers, Dispatch, Projects, AP, and Expenses.
• Data appears where expected:
  • Vendors, GLs, and coding options in Ramp
  • Bills and reimbursements in Q360
• Administrators have clear entry points to configure, validate, and manually prompt the integration when needed, while the background queue handles processing automatically.