Run & Monitor Ramp Sync Pipelines

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Overview

The Ramp integration uses six sync pipelines to keep Accounting Seed and Ramp aligned. Three master data pipelines push your GL Accounts, Accounting Variables, and Vendor list to Ramp so cardholders have the right coding options available. This article covers how to run each pipeline, what records each one creates, how to monitor sync activity and resolve errors, and how vendor matching works on inbound records.

In this article:

Understanding the Master Data Pipeline
Understanding the Transactional Data Pipeline
Monitor Sync Runs
Important guidelines

Understanding the Master Data Pipeline

Master Data flows from Accounting Seed → Ramp:

Pipeline	What It Creates in Ramp
GL Accounts	Your active chart of accounts in Ramp, so cardholders can select the right GL Account when coding spend
Accounting Variables	GL Account Variable values as selectable options on Ramp's four custom coding fields (GL Account Variable 1–4)
Vendors	Your vendor list in Ramp, used when coding bills and resolving merchant names on transactions

Sync Master Data to Ramp

As part of the initial one-time setup, you would already have run the Master Data syncs to push your Accounting Seed coding surface into Ramp. When you add or rename these records in Accounting Seed you can:

Rerun these pipelines on demand or Schedule them to run so they pick up these changes whenever they occur.
To run a pipeline manually:

On Ramp Home, go to Sync Pipelines > Master Data.
On the pipeline card, click Sync Now. To run all pipelines at once, click Sync All Now in the page header.
When the run completes, the card updates with the latest Synced, Pending, and Failed counts. A healthy pipeline shows Pending = 0.

GL Accounts pipeline

Pushes every active GL Account to Ramp as part of the chart of accounts cardholders code against. Each account is sent with its name and a classification derived from its type in Accounting Seed:

Accounting Seed GL Account Type	Ramp Classification
Revenue or Income	REVENUE
Expense	EXPENSE
Liability	LIABILITY
Equity	EQUITY
Asset or Balance Sheet	ASSET
Blank or other	EXPENSE

Important:

Renaming a GL Account in Accounting Seed does not update it in Ramp (current behavior). If a GL Account name must change in Ramp, update it directly in Ramp.
Deactivating a GL Account in Accounting Seed stops it from syncing but does not remove it from Ramp; it remains select-able for cardholders. To stop cardholders from using a deactivated account, remove or deactivate it in Ramp directly, or contact Accounting Seed Support.

Accounting Variables pipeline

Pushes active GL Account Variable 1–4 values to Ramp as select-able options on the corresponding custom fields. Cardholders pick these alongside a GL Account when coding transactions.

New variables are created in Ramp as field options on the next sync.
Renamed variables update their Ramp option on the next sync; no duplicate is created.
Deactivated variables stop syncing but their Ramp option remains select-able. Remove the option in Ramp directly if it should no longer be available to cardholders.

Note: This pipeline requires the four GL Account Variable custom fields to exist in Ramp. These are created automatically when you establish the accounting connection. If the fields are missing, navigate to Ramp Home > Configure > Custom Fields and click Create Accounting Fields, then re-run this pipeline.

Vendors pipeline

Pushes every Account with an Accounting Type of Vendor or Customer and Vendor to Ramp as an accounting vendor. Cardholders and bill approvers select these vendors when coding spend.

New vendors are created in Ramp on the next sync.
Renamed vendor Accounts update their Ramp record on the next sync.

Note: Accounting Seed is the source of truth for master data. GL Accounts, variables, and vendors created directly in Ramp are not pulled back into Accounting Seed by these pipelines. Always create master data in Accounting Seed and sync it to Ramp.

Master Data Change behavior - at a glance

Change in Accounting Seed	GL Accounts	Accounting Variables	Vendors
New record added	Created in Ramp on next sync	Created in Ramp on next sync	Created in Ramp on next sync
Record renamed	Not updated in Ramp (see note above)	Updated in Ramp on next sync	Updated in Ramp on next sync
Record deactivated	Stops syncing; remains in Ramp	Stops syncing; remains in Ramp	n/a — all vendor-type Accounts sync regardless of status
Record deleted	Stops syncing; remains in Ramp	Stops syncing; remains in Ramp	Stops syncing; remains in Ramp

Understanding the Transactional Data Pipeline

Transactional Data flows from Ramp → Accounting Seed:

Pipeline	What It Creates in Accounting Seed
Card Transactions	Journal Entries: one per transaction date (or accounting period, depending on your settings), with debit lines to expense GL Accounts and a credit line to the Ramp Card Clearing account
Bills	Vendor Payables when the bill syncs, plus Cash Disbursements when the bill is paid in Ramp
Reimbursements	Employee Payables when the reimbursement syncs, plus Cash Disbursements when Ramp pays the employee

Transactional pipelines pull spend from Ramp and create accounting records in Accounting Seed. All records land with a document status of In Process and are never auto-posted; your accounting team reviews and posts them through standard Accounting Seed workflows.

Important: Records must be ready in Ramp before they can sync. Card transactions must be cleared, fully coded, and marked ready to sync in Ramp's Accounting tab. Bills must be approved or paid. Reimbursements must be approved. If a record does not appear in Accounting Seed after a sync, check its status in Ramp first.

Sync Transactional Data from Ramp

To sync transactional data from Ramp:

Rerun these pipelines on demand or Schedule them to run so they pick up these changes whenever they occur.
To run a pipeline manually:

On Ramp Home, go to Sync Pipelines > Transactions.
On the pipeline card, click Sync Now. To run all pipelines at once, click Sync All Now in the page header.
When the run completes, the card updates with the latest counts and run summary.

Card transactions → Journal Entries

Grouping

Each card transaction sync creates or updates Journal Entries in Accounting Seed. Transactions are grouped into Journal Entries based on the Sync Grouping setting configured during setup:
- Daily (default): one Journal Entry per transaction date, named RAMP - 2026-06-04.
- Accounting Period: one Journal Entry per accounting period, named RAMP - {period name}.
Transactions in different currencies or Ramp entities always create separate Journal Entries.
Re-running a sync adds lines to the existing Journal Entry for that date/period rather than creating a new one.

Journal Entry Structure

Each transaction creates one debit line per line item coded to the expense GL Account selected in Ramp, and one credit line to the Ramp Card Clearing GL Account. Refunds reverse this: the clearing account is debited and the expense account credited.

Journal Entry (header) fields	Source
Name	RAMP - {date} or RAMP - {period name}
Ledger	Default Ledger from Ramp Sync Settings
Accounting Period	Open period covering the transaction's accounting date
Status	Default JE Status setting (default In Process — not posted)
Ramp Sync Status	Pending → Synced To Ramp after acknowledgement

Journal Entry Line fields	Source
Debit / Credit amount	Line item amount (or transaction amount if unsplit), converted from cents. Purchases: debit = expense, credit = clearing. Refunds: reversed.
GL Account (debit lines)	The GL Account coded on the Ramp line item (or transaction-level coding), matched by its Ramp link. Uncoded lines fall back to the Ramp Suspense GL if configured; otherwise the transaction fails.
GL Account (credit line)	Ramp Card Clearing default GL Account (required)
GL Account Variables 1–4	The GL Account Variable options coded on the Ramp line item (or transaction-level), matched by their Ramp links
Account (vendor)	Matched vendor Account, when one can be resolved (see Inbound vendor matching below); otherwise left blank
Description	Line memo or transaction memo; credit lines read "Ramp card clearing"
Ramp Vendor Name	The Ramp merchant name, captured on every line for traceability even when no Account matched

The Ramp Card Clearing account represents the outstanding balance owed to Ramp. It nets to zero when your team records the payment to Ramp, which is done outside this integration as part of your normal bank reconciliation process.

Note: If Reference Lookup is enabled, the integration applies additional coding defaults to expense lines during sync: GL Account, Vendor, GL Account Variables, Project, Project Task, and Product. Reference Lookup runs after Ramp's own coding is applied and can supplement or override it on the expense lines. The card-clearing line is never affected. See Reference Lookup for Matching & Defaulting.

Bills → Vendor Payables and Cash Disbursements

Bills sync in two phases because a bill and its payment are separate events that may occur in different accounting periods.

Phase 1 - the Bill is "Open" in Ramp: When the sync is run, Accounting Seed creates a Vendor Payable.

Payable field	Source
Vendor	Resolved from the Ramp bill's vendor (see Inbound vendor matching); a new vendor Account is auto-created if no match is found
Date / Due Date	Bill issue date (or accounting date) / bill due date
Accounting Period	Open period covering the bill date
Ledger	Default Ledger setting
Status	In Process (not posted)
Payee Reference	Ramp invoice number
Ramp Sync Status	Pending → Synced To Ramp after acknowledgement

Payable Line field	Source
Amount	Bill line item amount (or full bill amount if unsplit), converted from cents
Expense GL Account	GL coded on the Ramp bill line (or bill-level coding); Ramp Suspense fallback if configured, otherwise the bill fails
GL Account Variables 1–4	Variable options coded on the line (or bill-level)
Description	Line memo or bill memo

Phase 2 - the Bill is "Paid" in Ramp (and the Ramp Bill Payment Bank default GL Account is configured): If a sync is run, Accounting Seed creates a Cash Disbursement and AP Disbursement to relieve the balance on the Payable previously created as part of Phase 1. If a bill's state in Ramp is Paid and it was not previously synced, then at the time of the sync both phases run to create the Payable, Cash Disbursement, and AP Disbursement.

Record	Key fields
Cash Disbursement Batch	One per accounting period of payment activity
Cash Disbursement	Vendor, payment amount, disbursement date = Ramp payment date, Bank Account = Ramp Bill Payment Bank GL, Type = Check for check payments / Electronic otherwise, Status In Process
AP Disbursement	Links the Cash Disbursement to the Payable; Paid Amount = payment amount, Applied Date = payment date, Status Approved

Reimbursements → Employee Payables and Cash Disbursements

Approved employee reimbursements become Payables with an employee payee rather than a vendor. When the reimbursement has been paid out by Ramp, the sync creates a Cash Disbursement and AP Disbursement in the same pattern as bill payments, using the Ramp Bill Payment Bank GL Account.

Payable field	Source
Employee	The Salesforce User whose email matches the Ramp employee's email (active users only). Users are never auto-created — an unmatched email fails the reimbursement with "No active Salesforce User matches the employee email…"
Date	Reimbursement transaction date (or accounting date)
Accounting Period / Ledger / Status / Ramp Sync Status	Same pattern as bills: open period over the date, Default Ledger, In Process, Pending → Synced To Ramp
Payee Reference	Reimbursement ID

Payable Lines follow the same mapping as they do for Bill lines: amount from the Ramp line item, Expense GL from the Ramp coding (with Ramp Suspense fallback), GL Account Variables 1–4 from the coded options, and Description from the memo.

If the reimbursement has already been paid out by Ramp (state REIMBURSED) and the Ramp Bill Payment Bank GL is configured, the sync also creates the Cash Disbursement and AP Disbursement (type Electronic, dated on Ramp's payment-processed date), exactly like bill payments.

Note: Employee-to-business paybacks (where an employee returns money to the company) are intentionally skipped, not failed. The sync run notes show "Skipped X payback reimbursement(s)" for these records.

Inbound vendor matching

This is the inbound counterpart to the Vendors pipeline described above in Master Data. The two flows behave differently on purpose.

Card Transactions (no new vendors created)

When a card transaction comes in, the system uses this Matching Order to match the merchant to a Vendor:

If a vendor was coded on the transaction in Ramp, that vendor is used.
If an Account in Accounting Seed has a matching Ramp vendor ID, that Account is used.
If an Account name matches the merchant name, that Account is used.

If none of these match, the Journal Entry line is still created but the vendor field is left blank. The merchant name is always saved in the Ramp Vendor Name field so you can manually clean it up later.

Card transactions never auto-create vendor Accounts. A missing vendor match doesn't break the accounting: the GL Account and amounts are still correct.

Bills (auto-creates a vendor if no match is found)

Bills follow the same match order as for Card Transactions.

If no match is found, the system automatically creates a new Vendor using the vendor name and code from Ramp. This is because a Vendor Payable requires a payee.

Vendor Match Requires Payment History setting

This optional setting tightens name-based matching for both types. When turned on, the system only matches on vendor name if that Accounting Seed Account already has at least one Cash Disbursement on record, meaning it's a known, active vendor. It prevents false matches in orgs that have a lot of similarly named Accounts, at the cost of leaving more transactions unmatched for manual review.

Monitor Sync Runs

KPI Cards

Records Processed: Total number of records processed
Master Records in Sync: Your master data records synced in Ramp
Pending Acknowledgement: Created in Accounting Seed; acknowledgement to Ramp not yet confirmed
Need Follow Up: Number of items needing investigation or follow-up

Ramp Sync Status

Every transactional record created by the integration carries a Ramp Sync Status field:

Status	Meaning
Pending	Created in Accounting Seed; acknowledgement to Ramp not yet confirmed.
Synced to Ramp	Ramp confirmed the sync; the record is cleared from Ramp's ready-to-sync queue.
Failed	The acknowledgement failed or the record had a build error. Appears in the Error Queue with a Retry button.

Note: Document statuses (Journal Entry status, Payable status) are separate from Ramp Sync Status. All records are created In Process and must be reviewed and posted by your accounting team through standard Accounting Seed workflows.

Pipeline cards

Each pipeline card on Ramp Home shows live counts:

Synced: Records successfully linked or acknowledged.
Pending: For master data, active records not yet linked to Ramp. For transactional, records created in Accounting Seed but not yet acknowledged to Ramp. A healthy pipeline shows Pending = 0.
Failed: Records with errors requiring follow-up.

Recent Sync Runs

This section below the cards lists each run with processed, succeeded, and failed counts. Click View Details to open the underlying Automated Job Results record, where the Notes field contains the full run summary and any per-record error details.

Error queue

The Error Queue on Ramp Home lists records that failed on the last run. Each entry shows the error message and a Retry button that re-runs the affected pipeline for that record. Resolve the underlying issue first (for example, open a missing Accounting Period, or code the transaction in Ramp), then click Retry.

Automated Job Results

Every sync run is recorded in Accounting Seed's Automated Job Results object under one of these job types:

Pipeline	Job Type in Automated Job Results
GL Accounts	Ramp GL Account Sync
Accounting Variables	Ramp Accounting Variable Sync
Vendors	Ramp Vendor Sync
Card Transactions	Ramp Card Transaction Sync
Bills	Ramp Bill Sync
Reimbursements	Ramp Reimbursement Sync

Important guidelines

Never use Ramp's manual Export button. It marks records as synced inside Ramp without sending anything to Accounting Seed; those records are then permanently skipped by the integration.

An open Accounting Period covering the record's accounting date is required; records dated in a closed or missing period fail with a clear message and sync once the period is opened.

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Run & Monitor Ramp Sync Pipelines

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