Sage Intacct
Invoiced integrates with Sage Intacct out of the box, a best-in-class cloud ERP. This document outlines how to setup and use the Intacct integration.
Overview
The Intacct integration ships with the following capabilities:
- Bi-directional sync with Intacct
- New data from Intacct is synced once per hour
- Transactions generated on Invoiced post to Intacct in real-time
Data Flow
Invoiced | Sync to Invoiced | Sync to Intacct | Sage Intacct |
Customer | ← | → | Customer |
Invoice | ← | | Order Entry Invoice |
Invoice | | → | A/R Invoice |
Credit Note | ← | | Order Entry Return |
Credit Note | | → | A/R Adjustment |
Payment | ← | → | A/R Payment |
Convenience Fee | | → | A/R Invoice |
Setup
In order to set up the Intacct integration you first need these pieces of information:
- Intacct Company ID
- Web services user
Below we will show you how to connect Intacct with Invoiced, step-by-step.
Setting Up a Web Services User
The next step is to set up a web services user for Invoiced on Intacct. It is recommended that you use a dedicated web services user for Invoiced in order to ensure it has the correct permissions. We also recommend against using a non-web services user because any password changes would break the integration.
- You need to ensure that your company has web services enabled on Intacct in Company → Admin → Subscriptions.
- Go to Company → Admin → Web Service Users. Add a new user. You can use "Invoiced" as the User ID, Last name, and First name. The email address should be a company email address that won't change. The User type should be "Business," and the Admin Privileges should be "Full."
- After you save the new Web Services User, go back to Company → Admin → Web Service Users. Select Subscriptions next to your new user. On the subscriptions page, check the boxes for Accounts Receivable, General Ledger, Cash Management, and Order Entry modules.
- Select the Permissions button next to the Accounts Receivable module. Select the All radio in the top right. Click Save.
- Click on the Permissions button next to the General Ledger module. Select the Read only radio in the top right. Click Save.
- Click on the Permissions button next to the Cash Management module. Select the Read only radio in the top right. Click Save.
- Click on the Permissions button next to the Order Entry module. Select the Read only radio in the top right. Click Save.
- Click Save on the subscriptions page. You should receive an email with the company ID, username, and password information. You'll use these credentials in Invoiced to connect to your Intacct account.
Connecting Intacct on Invoiced
- Go to Apps → Intacct in the Invoiced application.
- Click Install.
- Enter in the Intacct company ID, username, and password for your Invoiced web services user created earlier. If you are using a shared multi-entity account, you should also enter the entity ID you would like the connection to use.
- Click Save. Intacct is now connected! Next you will want to configure the integration before using it.
- You can customize the integration, including the data you want to sync to/from Intacct, account mappings, and other integration behaviors.
- Click Save to enable the integration.
Usage
Once the Intacct integration is enabled, it will sync data automatically per the data flows you have enabled in Invoiced in Settings > Accounting sync > Configuration.
Reading data from Intacct to Invoiced, such as when a new invoice is available, will sync once per hour. You can see when the last sync happened on the Accounting Sync page. If you wish to run a one-off sync, you can click the Sync Now button.
Writing data from Invoiced to Intacct will sync instantly.
Once the integration is fully configured, new transactions will sync with Invoiced on a going-forward basis. The integration does not sync data created prior to the integration being installed. See Importing Data for instructions on how to import transactions prior to installing Invoiced.
Dimension Mapping
We support setting line item dimensions and other fields on Intacct that do not have a standard Invoiced field. This can be useful if you first create invoices in Invoiced and post them to Intacct.
The mappings happen automatically when a line item on Invoiced has a custom field with a specific ID that corresponds to a specific field on Intacct. This gives you granular control of the data sent to Intacct and enables you to take advantage of dimensions.
Invoiced Custom Field ID | Intacct Field |
intacct_glaccountno | GL Account Number |
intacct_offsetglaccountno | Offset GL Account Number |
intacct_allocation | Allocation ID |
intacct_location | Location ID |
intacct_department | Department ID |
intacct_project | Project ID |
intacct_vendor | Vendor ID |
intacct_employee | Employee ID |
intacct_item | Item ID |
intacct_class | Class ID |
intacct_contract | Contract ID |
intacct_warehouse | Warehouse ID |
intacct_deferredrevaccount | Deferred Revenue Account Number |
intacct_revrecstartdate | Rev Rec Start Date |
intacct_revrecenddate | Rev Rec End Date |
intacct_revrectemplate | Rev Rec Template ID |
Edge Cases
Here we have documented all of the limitations, nuances, and edge cases to be aware of when using the Intacct integration.
Customers
- Customers on Invoiced are mapped to customers on Intacct by the customer name and/or account number.When using bill to contacts as the customer source instead of customers, the customer name and details on Invoiced will match the bill to contact. This will result in multiple Invoiced customers for a single Intacct customer if there is more than one bill to contact used for that customer. The customer number on Invoiced will be auto-generated and will not match the one on Intacct because there are multiple Invoiced customers that could have the same account number. You will see the Intacct Customer Number in the customer profile in Invoiced. Payments received from bill to contacts in Invoiced will write to the Intacct Customer in Intacct.
Invoices
- Only invoices belonging to customers with an Active status will be imported into Invoiced.
- Only non-draft invoices on Invoiced will be posted to Intacct. Currently, updates to invoices are not posted to Intacct, unless the invoice was voided.
- Any modifications to invoices on Invoiced that originated from Intacct will not be posted to Intacct.
Payments
- If a payment includes credit note applications and cash received then this will create an A/R payment on Intacct and an apply credit transaction on Intacct for each credit note line item. If the payment is voided on Invoiced then only the A/R payment will be reversed on Intacct. You will need to reverse the credit note applications on Intacct after voiding the payment on Invoiced if the payment includes a cash receipt and credit note line items.
Troubleshooting
When a record fails to sync you will be able to see the error message in the Reconciliation Errors section in Apps → Intacct → Accounting Sync. Usually the error message will include the record identifier that failed and a detailed reason why it could not be synced. There is frequently a manual action required on your end. Once that is resolved, you can either ignore or retry the record.
Below we have documented commonly encountered errors and recommended resolutions. If you are still unable to sync data, please contact Invoiced Support for further assistance
Finding Your Intacct Company ID
Your Intacct company ID is required to connect the integration. You can obtain your company ID from Intacct with these steps:
- In Intacct, select Company > Setup > Company.
- You should see an ID field. This is the company ID that you will use in the connection steps.
401 Error
non-200 status code: 401
We could not connect to Intacct using the credentials you provided. Please make sure the Intacct company ID, username, and password are correct.
Numbering collision
A transaction with the number 'XXX' already exists.
If you see this error message then there is already a different invoice with the same number on Intacct. It is recommended that you choose a unique invoice # for the invoice that is being synced.
Please provide a payment batch key
Please provide a payment batch key.
Change the Payments Summary frequency to either Daily or Monthly. To do so, complete the following steps in Intacct:
- Hover over the Accounts Receivable tab
- Click Configure Accounts Receivable
- Scroll down to Summary Frequency in the Accounting Settings section
- Change the Payments field to either Daily or Monthly and Save the changes
- Retry the record
DL02000001 error
When a DL02000001 error code is encountered then that means the integration attempted to retrieve a field that did not exist on an Intacct object. This could happen if you have modified an object definition to remove or modify a standard field that our integration requests, or if you have configured the integration to pull in a custom field that does not exist on Intacct.
Undeposited funds error with multi-currency
You cannot make payment for foreign currency invoice for payment method "XXX" using Undeposited Fund Account.
If you are in a multi-currency environment then you might see a BL02000051 error code. You can only post a payment to an undeposited funds account if the payment is in your base currency. When you see this error the solution is to use a bank account (instead of an undeposited funds G/L account) for that currency/payment method combination in order for the payment to post to Intacct.