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:

  • Reading customers, order entry invoices, order entry returns, adjustments, and payments from Intacct
  • Reconciling payments received on Invoiced to Intacct
  • Writing invoices generated on Invoiced to Intacct
  • Most data flows happen in real-time

Data Flow

Invoiced

Sync

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

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.

  1. You need to ensure that your company has web services enabled on Intacct in CompanySubscriptions.
  2. Within the Intacct application, hover over the Company tab and click the + button next to Web Services Users.
  3. Next you need to configure permissions for the Invoiced user. On the subscriptions page check the Accounts Receivable, General Ledger, and Order Entry modules.
  4. Click on the Permissions button next to the Accounts Receivable module. Select the All radio in the top right. Click Save.
  5. Click on the Permissions button next to the General Ledger module. Select the Read only radio in the top right. Click Save.
  6. Click on the Permissions button next to the Order Entry module. Select the Read only radio in the top right. Click Save.
  7. Click Save on the subscriptions page. You should have received an email with the company ID, username, and password information.

Adding a Web Services authorization

  1. Go to the Company Info page. Click Edit.
  2. In the Web Services authorizations section, click the + icon above the top-right corner of the table.
  3. Enter in Invoiced as the Sender ID. Please note the sender id is case sensitive and starts with a capital I. Click Save.

Connecting Intacct on Invoiced

  1. Go to SettingsIntegrations in the Invoiced dashboard.
  2. Click on Connect on the Intacct integration.
  3. 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 then you can also enter in the entity ID you would like the connection to use.
  4. Click Save. Intacct is now connected! Next you will want to configure the integration before using it.
  5. You can customize the integration, including the data you want to sync to/from Intacct, account mappings, and other integration behaviors.
  6. Click Save & Download Customization to save your settings and download the customization package needed in the next step.

Install the Invoiced Customization Package

The Invoiced Customization Package generated in the previous step should be installed on Intacct to add new custom fields and Smart Events needed by the integration.

  1. Find the invoiced.xml file generated in the previous section. This file is tied to your Invoiced account. Do not share it with anyone! Install the Invoiced package on Intacct in the Customization Services section.

Usage

Once the integration is fully configured, new transactions will sync with Invoiced automatically.

Reading data from Intacct to Invoiced will sync instantly.

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 the 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 are first creating invoices on Invoiced and posting 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 on Invoiced are mapped to customers on Intacct by the customer name and/or account number.
  • 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.
  • 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.
  • Partial refunds are not supported by the integration and must be reconciled manually.

Troubleshooting

When a record fails to sync you will be able to see the error message in the Reconciliation Errors section in SettingsAccounting Sync. Normally the error message will include the record identifier that failed and a detailed reason why it could not be synced. Oftentimes there is 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 get your data synced then please contact support@invoiced.com for further assistance

Finding Your Intacct Company ID

Your Intacct company ID is required in order to connect the integration. You can obtain your company ID from Intacct with these steps:

  1. Within the Intacct application, hover over the Company tab and click Company Info.
  2. 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:

  1. Hover over the Accounts Receivable tab
  2. Click Configure Accounts Receivable
  3. Scroll down to Summary Frequency in the Accounting Settings section
  4. Change the Payments field to either Daily or Monthly and Save the changes
  5. 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.