Bills from Ramp
A bill syncs from Ramp into Campfire once it is categorized in Ramp. By default only approved bills sync; turn on Pull Unapproved Bills to sync them before approval. The automatic sync pulls bills issued in the last 60 days, created (pushed to Ramp) in the last 30 days, or paid in the last 30 days, and never earlier than your Pull From date. When the bill syncs, Campfire records the expense and the vendor liability:| Side | Account |
|---|---|
| Debit | Expense accounts, from the Ramp bill lines |
| Credit | Accounts payable |
Campfire posts bills to the default accounts payable account in your chart
of accounts settings. Set that account before bills sync.
- New vendors are created. If a bill’s vendor has no match in Campfire, Campfire creates it and links it to the Ramp vendor so future bills match.
- Tax codes map to your tax rates. A Ramp tax code on a bill resolves to the matching Campfire tax rate and posts on the bill line, always as exclusive tax (added on top of the line amount, not carved out of it).
- Updates flow through when Update Imported Bills from Ramp is on: later Ramp changes to coding, amounts, or due date re-sync, and Ramp becomes the source of truth (your Campfire edits are overwritten). The toggle is off by default, so out of the box your Campfire edits are protected. One exception either way: a bill sitting in a locked accounting period is skipped by updates, not overwritten. See Sync settings for the recommendation.
A bill that is archived, rejected, or terminated in Ramp is deleted in
Campfire along with its ledger entry, with no reversing entry posted. If the
bill was in a closed period or already reconciled, resolve it in Campfire
before archiving it in Ramp.
Paying a Ramp bill
When a bill is paid in Ramp, Campfire closes it one of two ways. For a bill in a currency other than its entity’s, Campfire also records the FX gain or loss when it is paid.Bank-feed matching (default)
When the bank payment syncs from your banking integration, Campfire matches it to the open bill and posts the payment (debit accounts payable, credit your bank account). To match, the bank transaction must have:- The bill number in its description
- An amount equal to the bill, in the same currency
- A date within 7 days either side of the payment
Clearing account
With Post via Clearing Account on, Campfire books the payment the moment the bill is marked paid in Ramp (debit accounts payable, credit the clearing account) and marks the bill paid. You no longer match bills to bank transactions at all; instead, when the bank transaction later syncs, code it to the same clearing account so the account nets to zero. Two practices make this run hands-free:- Set an auto-categorization rule for the bank side: keyword on the payment descriptor (for example “pay to”) plus your Ramp bank account, mapped to the clearing account. The rule then suggests the coding in your bank feed review queue.
- Clean up pre-enablement bills once. Bills paid in Ramp before the clearing account was turned on have no clearing-account payment, so they show Payment Not Found; match those to their bank transactions manually one time. Everything after enablement clears on its own.
Payment statuses
- Payment Pending means the payment is recorded in Ramp and Campfire is waiting to match it from the bank feed.
- Payment Not Found means Ramp reported the bill as paid, but Campfire could not find a matching bank transaction. Confirm the bank transaction includes the bill number and the exact amount, or record the payment manually. Once a matching transaction syncs, the bill closes.
Pushing Campfire bills to Ramp
You can pay a bill that lives in Campfire through Ramp.Enable outbound bills
On the connection, turn on Push Non-Ramp Bills to Ramp (it requires
Push Accounts, Vendors, Departments & Tags). Only one connection can
have this enabled.
Set a default payment method
Choose the entity’s Default Payment Method (ACH, card, check, wire, and
so on) that Ramp should use to pay pushed bills.
Vendor credits
Ramp vendor credits sync into Campfire on the scheduled three-hour cycle as a debit memo, with one line per credit line carrying the account, description, amount, and department from your Ramp coding.- Automatic application. When a vendor credit is applied to a bill in Ramp, Campfire automatically applies the debit memo to the same bill, in the same currency and up to the available credit, reducing what you owe on that bill.
- Unapplied credits. Any portion of the credit that isn’t applied to a bill posts to your unapplied credits account, so set that account in your chart of accounts settings. It clears as the credit is applied to future bills.
Monitoring the sync
Ramp sync problems surface at the connection and bill level, not as a per-bill error queue:- The connection shows Needs Reauthentication if its access expires, and a warning when there has been no sync in 24 hours or more.
- A bill shows Payment Pending or Payment Not Found when its payment cannot be matched.
Troubleshooting
A Ramp bill payment isn't matching in Campfire.
A Ramp bill payment isn't matching in Campfire.
Campfire matches a bank transaction to a bill only when the bill number
appears in the transaction’s description and the amount matches exactly,
within 7 days either side of the payment. Check both, and make sure the
payment was a single disbursement for that one bill. Foreign-currency
payments may not auto-match and can need manual application.
A bill shows Payment Not Found.
A bill shows Payment Not Found.
Ramp marked the bill paid but Campfire found no matching bank transaction.
Confirm the bank transaction’s description includes the bill number and the
amount matches, or record the payment manually. Bills dated before your
migration are imported by CSV: Campfire matches their payments from the
bank feed but does not auto-apply them, so review and apply those matches
by hand. Bills paid in Ramp before Post via Clearing Account was
enabled also show this status and need a one-time manual match.
Can one payment close several bills at once?
Can one payment close several bills at once?
No. Campfire matches one bank transaction to one bill. Pay bills
individually in Ramp, or use a clearing account so each bill closes when
Ramp marks it paid and wash the clearing account against the combined bank
transaction.
An older bill didn't sync.
An older bill didn't sync.
The automatic sync pulls bills issued in the last 60 days, created (pushed
to Ramp) in the last 30 days, or paid in the last 30 days, and never earlier
than your Pull From date. A bill outside all three windows won’t come in
on its own: mark it with Ramp’s Sync button, or trigger a sync from the
connection in Campfire.
My Ramp clearing account isn't zero.
My Ramp clearing account isn't zero.
The integration credits the clearing account when bills are marked paid;
the offset comes from you coding the bank-side transactions to the same
account. A persistent balance means the bank side isn’t being coded there:
check that your auto-categorization rule is applying in the bank feed
review queue, and look for pre-enablement bills still showing Payment Not
Found.
Can I set the actual pay date when marking a bill paid?
Can I set the actual pay date when marking a bill paid?
No. The payment posts on the payment date Campfire records, not a
separately chosen pay date.
A vendor credit didn't reduce the bill.
A vendor credit didn't reduce the bill.
Campfire applies a debit memo only when the credit is applied to that bill
in Ramp and the currencies match. Apply the credit to the bill in Ramp; the
unapplied balance sits in your unapplied credits account until it is.
Related
Overview
The full sync picture across all record types.
Sync settings
Bill, vendor, and clearing-account toggles in full.
Bills in Campfire
How bills, payments, and AP work in Campfire.