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.
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
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 |
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.
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.
- 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.
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.
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.
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.
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_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 |
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.
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
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.
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.
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.
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
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.
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.
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.