Ramp Overview

Purpose: How to confirm the Ramp integration is connected, and how to view and verify the bills, reimbursements, and card transactions that flow from
Ramp into Q360.
Audience: Q360 users who review imported accounting data. (Initial admin setup is covered separately in the Q360-side and Ramp-side setup guides.)

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Prerequisites

Purpose: Make sure the accounts, access, and one-time admin setup are in place before you try to connect or verify anything below.

If you’re a reviewer rather than an admin, most of this is handled for you — but the integration will not move any data until every item here is true. If
something isn’t in place, your Solutions360 contact or your Q360 administrator handles it.

You’ll need:

• An active Ramp account (organization). Your company must have a live Ramp account with users provisioned. This is the source of the bills,
  reimbursements, and card transactions that flow into Q360 — without it there is nothing to sync.
• A Ramp user for each person who submits or is reimbursed. Anyone whose expenses or reimbursements need to reach Q360 must exist as a user in
  Ramp.
• Matching emails between Ramp and Q360. Each Q360 user’s email must exactly match their Ramp user email. This is how Q360
  links a Ramp transaction back to the right person, and how reimbursements post to the correct employee vendor.
• Ramp API credentials (admin). An admin generates a Client ID and Client Secret from Ramp (Company
  > Developer in Ramp) and enters them in Q360 at Maintenance > API Configuration > Ramp. This is what authorizes Q360 to talk to
  Ramp.
• The integration enabled in Q360. Your Solutions360 contact turns on the Ramp integration so the Ramp option appears under
  Maintenance > API Config. If you don’t see it, clear your browser cache and refresh; if it’s still missing, the integration hasn’t been enabled
  yet.
• An active Q360 Employee record and the right permissions. You must be a Q360 user with an active Employee record. Reviewing imported data
  requires expense_view and apmenu_view; connecting or configuring the integration requires admin access.
• The admin setup guides completed first. The one-time work — API credentials, entity/company mapping, bank and GL accounts, the vendor
  crosswalk, and the Ramp-side configuration — lives in the Q360-side and Ramp-side setup guides. Complete those before working through
  the readiness checks below.

Result: With a Ramp account, matching users, valid API credentials, and the admin setup complete, you’re ready to confirm the connection and verify
imported data in the sections that follow.

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1. Setup & Configuration Guide

Purpose: Confirm your Q360 and Ramp integration is ready so bills, expenses, and receipts flow correctly.
Hands-on time: ~15 minutes to work through the checks below. (Full setup is covered in the Q360-side and Ramp-side setup guides.)
Permissions Required: expense_view, apmenu_view

This section is a readiness check. The full setup — vendor prep, bank/GL accounts, vendor crosswalk, and the Ramp-side configuration — lives in
the Q360-side and Ramp-side setup guides. Complete those first.

You are only hands-on for a short window. The steps that can take a long time to complete — Register Service (Step 2),
which pushes your chart of accounts, vendors, and expense categories to Ramp, and the Ramp: Process Queue background job (Step 4), which pulls
transactions in on a schedule — run on their own once started. Registration runs in the background and Q360 stays fully usable while it finishes
(minutes for a report-based vendor sync, up to a few hours for a large sync-all). After that, the Process Queue job runs automatically every few minutes with no user
involvement. You kick these off and walk away; you don’t sit and wait.

Steps

1. Verify Ramp Integration
   • Confirm the Ramp option appears under Maintenance > API Config > Ramp. (If it doesn’t, your Solutions360 contact needs
     to enable the integration and you’ll clear your browser cache and refresh.)
   • Ensure each Q360 user who submits or is reimbursed has an email that exactly matches their Ramp user email.
2. Configure GL Accounts and Expense Categories
   • Your GL accounts and expense categories are pushed to Ramp when your admin runs Register Service (Maintenance > API Config > Ramp,
     Authentication tab).
   • Confirm expense categories that will appear in Q360 are mapped correctly.
3. Set the Ramp Vendor
   • The CC Liability Vendor is used for all credit card transactions.
   • Confirm it’s configured in Maintenance > API Config > Ramp.
4. Background Jobs
   • Ensure the Ramp: Process Queue job is set up (Maintenance > Background Job Administration). This job automatically syncs bills,
     reimbursements, transactions, and receipts.
   • To run it on demand during testing, use Run Job in Background Job Administration, then confirm it’s running under View > My
     Background Jobs.

Result: Q360 is connected to Ramp, with users, GL accounts, and vendors ready for expense and payment data.

⚠ Before go-live — two things that silently lose data:

• Transaction splitting must be disabled in Ramp. If a bill, reimbursement, or card transaction is split across multiple GL accounts/cost
  centers in Ramp, only the first line’s coding carries to Q360 — the rest is lost. Code each transaction to a single GL account, project, and cost
  center.
• Transactions must be marked “Ready to sync” in Ramp. Reimbursements and card transactions don’t flow to Q360 until an AP user marks them
  ready to sync in Ramp. Bills flow on approval.

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2. Bill Management Guide

Purpose: View bills imported from Ramp and track their payment status.
Permissions Required: apmenu_view

Steps

1. View Imported Bills
   • Navigate to Accounting > Accounts Payable > Vouchers.
   • Search for vouchers by invoice number or vendor name.
2. Verify Payment Status
   • Bills paid through Ramp (ACH, wire, check) automatically update in Q360.
   • Look for POSTED status on vouchers to confirm payment.
3. Pay Outside Ramp
   • If a bill was paid outside Ramp (manual bank transfer), mark it as paid in Ramp (Accounting > Bill Pay > Mark as Paid).
   • Q360 will then reflect the voucher as posted and paid.

Result: Users can confirm bills and payments in Q360 without manual intervention.

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3. Expense Management Guide

Purpose: Track reimbursements and credit card transactions imported from Ramp.
Permissions Required: expense_view, apmenu_view

Steps

1. View Imported Reimbursements
   • Navigate to File > Expenses > Review Q.
   • Reimbursements appear with Reimbursement = Yes and Status = APPROVED.
   • Voucher links are created automatically under the employee’s vendor (posted + paid if paid through Ramp; posted + unpaid if paid outside
     Ramp).
   • Reminder: reimbursements only appear after an AP user marks them Ready to sync in Ramp.
2. View Imported Credit Card Transactions
   • Credit card transactions appear in File > Expenses > Review Q.
   • Reimbursement = No — these are company-paid cards.
   • Voucher links are created under the CC Liability Vendor.
3. Check Custom Fields
   • Project, Call, Opportunity, Branch, Department, and Bill to Customer are imported from Ramp if assigned.
   • These are reflected on both the expense record and the linked voucher.
   • Note: Q360 expects at least one of Project / Call / Opportunity to be coded, not all three.

Result: Users can view and track all personal and company expenses, with vouchers automatically linked.

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4. Receipt Forwarding Guide

Purpose: Forward receipts from Q360 to Ramp.
Permissions Required: expense_view

The Ramp Receipts tab only appears if your admin configured a receipt inbox email in the Ramp settings. If you don’t see the tab, receipt
forwarding isn’t turned on.

Steps

1. Navigate to File > Expenses > Ramp Receipts.
2. Upload a JPG, PNG, or PDF file. (Other file types are blocked.)
3. Right-click the uploaded document and select Forward Receipt to Ramp.
4. Click Confirm to send.

Notes

• On production, the email goes to Ramp immediately.
• On non-production databases, the email is redirected to your inbox with a [NON-PROD] warning.
• The document is automatically deleted after forwarding.

Result: Users can quickly forward receipts to Ramp and confirm delivery.

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5. Accounting & Voucher Verification Guide

Purpose: Understand how Q360 maps expense categories to GL accounts on voucher line items.
Permissions Required: expense_view, apmenu_view

Steps

1. View Expense Categories
   • Navigate to File > Expenses > Review Q.
   • Check the Category field on each expense.
   • Coding rule: card transactions and reimbursements are coded to an expense category (e.g., MEALS, TRAVEL), not a GL account directly.
     Bills are coded to GL accounts.
2. Verify Voucher Line Items
   • Navigate to Accounting > Accounts Payable > Vouchers.
   • Open a voucher linked to a reimbursement or transaction.
   • Check the Account field on line items: it shows a fully segmented GL number (e.g., 5120-0000), not a category code name — the
     category resolves to its mapped GL account.
3. Understand Vendors
   • Reimbursements: voucher vendor = employee’s vendor record.
   • Credit card transactions: voucher vendor = CC Liability Vendor.
4. Contextual Overrides
   • Projects, Calls, and Opportunities may override default GL account mapping.
   • Bill to Customer flags do not affect account resolution.
5. Confirm tax treatment
   • Imported items post as EXEMPT — Ramp handles tax and Q360 does not recalculate.

Result: Users can confirm that all imported expenses and transactions post to the correct GL accounts and vendors in Q360.