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, open invoices, 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

Intacct Data Flow

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. You will want to set up a user similar to the screenshot below with the following settings:

    • User ID: "invoiced"
    • First Name / Last Name: "Invoiced"
    • Email address: your shared accounting team email
    • User type: "Business"
    • Admin privileges: "Full"
    • Status: "Active"
    • Keep password until admin resets it: check this box
    • Restrict user access to web services only: check this box

    Intacct Web Services User Setup

  4. Next you need to configure permissions for the Invoiced user. On the subscriptions page check the Accounts Receivable, General Ledger, and Order Entry modules.

    Intacct Subscriptions Setup

  5. Click on the Permissions button next to the Accounts Receivable module. Select the All radio in the top right. Click Save.

    Intacct Permissions Setup

  6. Click on the Permissions button next to the General Ledger module. Select the Read only radio in the top right. Click Save.

  7. Click on the Permissions button next to the Order Entry module. Select the Read only radio in the top right. Click Save.

  8. 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.

    Intacct Web Services Authorization

Connecting Intacct on Invoiced

  1. Go to SettingsIntegrations in the Invoiced dashboard.

  2. Click on Connect on the Intacct integration.

    Connect Intacct

  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.

    Intacct Integration Settings

  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.

    Intacct Customization Package Install

Usage

Once the integration is fully configured, new transactions will sync with Invoiced automatically. The integration does not sync data created prior to the integration being installed.

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_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

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 customers with a status of Active and 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.

  • A/R Adjustments applied to an invoice will not be picked up by our integration in real-time due to technical limitations. Applications of A/R Adjustments are synced once per day.

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.

Intacct Reconciliation Errors

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.