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 initial data sync 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 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 multi entity accounts if you are using a shared multi entity account, enter the entity id for the specific entity you want the connection to use if you are using a shared multi entity account and want to sync all entities, check the sync all entities checkbox and leave the entity id field blank 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 that you have enabled 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 multi entity accounts the intacct integration supports syncing all intacct entities to one invoiced account or syncing one intacct entity to one invoiced account for data to sync to a specific intacct entity , all new records created in invoiced must have the custom field intacct entity with the correct entity id customer transactions will automatically inherit this value if the transactions are created in invoiced all customers and transactions without the intacct entity custom field will sync at the top level syncing convenience fees from invoiced to intacct when the write setting is enabled for convenience fees, the integration will create a convenience fee invoice in intacct the convenience fee is applied to this invoice, so it does not create a credit in intacct when you turn this setting on, you can also check the box to set line item dimensions and enter any required dimension ids in the fields this will add your dimension id to the convenience fee invoice line item when the write setting is not enabled for convenience fees, the integration will attempt to write the total payment amount to intacct with the convenience fee as an overpayment if that is your intended outcome, you can check the box to set overpayment dimensions and enter any required dimension ids in the fields initial data sync the initial data sync feature allows you to sync data from your accounting system that was created before the integration was installed you can run the initial data sync after you first install the integration to pick up previous transactions the initial data sync is optional and is only performed if initiated by you the initial data sync can be started by going to the accounting sync page and clicking the initial data sync button then you can select the type of data you want to sync and the date range for any transactions that will be synced you can only select a date range of at most 1 year however, you can run multiple initial data syncs if you want to get transactions from a greater time period syncing more than 1,000 records at a time might not complete if you need to sync a large volume of data, see importing data for instructions on how to import data through a spreadsheet and here's a pro tip if you're fetching invoices or credit notes from the past, don't forget to grab the payments, too this way, you'll ensure your financial history is complete, with every balance perfectly in place once the initial data sync is complete and you are satisfied with the results, we do not recommend using it again the ongoing sync of the integration will keep your data up to date automatically 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 in apps > sage intacct > configuration, check the box “set line item dimensions ” you’ll see fields that allow you to set a location id and department id on all invoice line items it is important to set this up if you connect to intacct at the top level and collect tax on invoices created in invoiced or collect convenience fees on credit card payments received in invoiced you can also add dimension ids to invoice line items directly using a custom field 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 you can set a default dimension id in your configuration settings and use alternative dimension ids on specific invoice line items with a custom field invoiced custom field id intacct field intacct entity entity id 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 api if you are using the invoiced api to modify custom fields, you must include the intacct entity field and value in your request excluding it will remove it from the objects' metadata, resulting in accounting sync errors 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 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 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 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 you see error code dl02000001 , it 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 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 xmlgw jpp0001 there are too many operations running for this company this error is coming from intacct it means that too many processes are running simultaneously in your intacct account select retry on the error, and the record should sync