Intacct Sync - Multi-Entity Sync Setup Guide

This article provides step-by-step instructions on how to set up the sync with Intacct.

This guide will walk you through setting up a Multi-Entity Intacct account with PayMaker, syncing at the Entity level.

IMPORTANT: Review the Intacct Sync User Guide before proceeding, to ensure this is the correct guide for your particular configuration.

Table of Contents

Pre-Implementation

To perform the sync setup, the following will be required:

  • Full Admin access to Intacct, with user role permissions
  • Admin/Accountant access to PayMaker

Syncing to the Entity Level with a Multi-Entity Account

  • In this configuration, PayMaker will sync to the Entity Level in Intacct. You will enter the Entity ID in the Sync > Login Info page within PayMaker
    • Where to find the Entity ID:
      1. In Intacct, go to the Root Level (top level)
      2. Go to Company > Entities
      3. The Entity ID will be on the left side of the page
    • All list objects (Vendors, Chart of Accounts, Customers, Departments, Locations, Items, etc.) will have a 2-way sync. They can either be created at the Root Level and shared to all Entities, or created at the Entity Level.
      • IMPORTANT: If list objects are created at the Root Level and shared to Entities, those list objects must be maintained in Intacct, and not PayMaker
      • If a list object is created in PayMaker, it will only sync to the entity level in Intacct and will not be shared
    • By syncing at the Entity Level, bills and payments will ONLY sync to that Entity. Bills cannot be coded to any Entity other than the one it syncs to.

Implementation

Create a Web Services Sync User in Intacct

Create a user at the Root Level (top level) and give it full permissions. If you have multiple PayMaker accounts syncing with the Entity Level, you will use the same sync user credentials in PayMaker, and distinguish each by adding the Entity ID when you enter your Intacct Login Info later on in the set up process.

  1. Click the Applications drop down > Company > Click next to Users

    • User ID, First name, and Last name:
    • This username indicates a non-billable user and is used strictly for the integration.
    • Enter XML_Bill.com
    • Email address:
    • Use the email address of the person managing the PayMaker account or the sync.
    • User type:
    • Select Business
    • Admin privileges:
    • Select Full
  2. Click Save

Once the Web Services sync user is created, you'll receive an email from Intacct containing a temporary password.

Assign permissions to sync user

Subscription based

  1. Click the Applications drop down > Company > Web Services Users > XML Bill.com user > Subscriptions and enable Permissions for all Modules

  2. Click on each Application/Module and select All from the top right and save changes

    • Some modules have an additional Reports permission section, select All for Reports as well

Role Based

If using Role-based permissions, create a new Role for the XML_Bill.com user, with access to all modules in Intacct.

  1. Click Applications > Company > Click next to Roles

  2. Click on each Application/Module and select All from the top right and save changes

    • Some modules have an additional Reports permission section, select All for Reports as well
  3. Click Save once all permissions have been enabled for the role

  4. Assign the new role to the XML_Bill.com user

    1. Go to Applications > Company > Web Services Users
    2. Click Edit next to the Sync user that was just created
    3. Click Roles information
    4. Select the Billcom Role that was just created
  5. Click Save

Add Bill.com to Web Services authorization

Add Bill.com as a trusted Sender ID for Web Services.

  1. Click the Applications drop down > Company > Setup tab >Company
  2. Click the Security tab
  3. Click Edit
  4. In the Web Services authorizations section, click Add
  5. In the Sender ID field, bill.com in all lower case letters
  6. Click Save

Create a PayMaker Clearing Account

Payments made through PayMaker will go through this bank account in Intacct.

  1. Click the Applications drop down > Cash Management > Setup Tab > Click next to Checking

  2. Enter the Account Id, Account number, and Bank name

    • Account Id: PayMaker Clearing
    • Bank name: PayMaker Money Out Clearing
  3. A GL account will need to be created for this bank account. See the next section.

  4. Enter the Entity ID that corresponds to this bank account, and create a separate Clearing Account for each entity. For multiple entities, the best practice is to include the Entity ID with the PayMaker Clearing name (e.g. PayMaker Money Out Clearing - US)

Note: Each Intacct Entity can sync with one PayMaker Money Out Clearing Account.

Create a GL Account for the Clearing Account

  1. From the bank account page, under Accounting information > GL account, Select Add from the drop-down menu.

  2. Fill out the following fields:

    • Primary/Sub Account number: Use any available GL account number
    • Title: PayMaker Money Out Clearing
    • Account Type: Balance Sheet Account
    • Normal Balance: Debit
    • Period End Closing Type: Non-Closing Account
    • Dimension settings: Do not select any dimension settings; these are not required, and will cause sync errors
  3. Click Save

  4. If using Accounts Receivable, follow the steps above to make an account called PayMaker Money In Clearing

Install Customization Package

The customization package allows the ability to do the following:

  • In Intacct, view bill or invoice images entered in PayMaker by clicking View Details in Bill.com

  • In PayMaker, track Intacct updates for:

    • Deleted Departments, Locations, Vendors, Accounts, Classes, Customers, Items, Projects, Employees, Bills, and Invoices
  • A subscription to Customization Services in Intacct is required.

    1. On the Home page, click Company > Subscriptions
    2. At Web Services, click Subscribe

Note: If using a Bill.com powered solution through a bank/financial institution, the View Details in Bill.com link will not be applicable.

Steps to Install

  1. Download the Customization Package to your desktop
    • This will be a one time use file
  2. In Intacct, go to Customization Services/Platform Services > Customization Packages > Add
  3. Select the saved file from your desktop
  4. Click Import

Additional Settings

  • Turn off Account Labels in the Intacct Accounts Payable and Cash Management modules.

    1. Click the Applications drop down > Company > Admin tab > Subscriptions
    2. At Accounts Payable, click Configure
    3. Under Enable functionality, ensure Enable Account labels is not selected
    4. Click Save. You will be directed back to the Subscriptions page.
    5. At Cash Management, click Configure.
    6. Under Accounting, ensure Account labels is not selected
    7. Click Save
  • If using Vendor Sequence numbering, enable auto numbering in PayMaker. To determine whether Vendor Sequence numbering is used, or if Vendor IDs are entered manually in Intacct:

    1. Click the Applications drop down > Company > Admin tab > Subscriptions
    2. At Accounts Payable, click Configure
    3. Under Document Sequencing, if Vendors is blank, no Vendor ID sequence is being used, and Vendor IDs are entered manually
  • Enabling auto-numbering in PayMaker:

    1. In PayMaker, click Settings
    2. Under Accounting, click Preferences
    3. For Vendor Sequence Id, select Use auto-numbering from the drop-down menu
    4. Click Save
  • The following steps are several changes required in Intacct to correctly configure Accounts Payable.

    1. In Intacct, click the Applications drop down > Company > Admin tab > Subscriptions > Configure on the Accounts Payable row

    2. Under Enable functionality

      • Ensure Enable reclassification for bills and adjustments is checked
      • Ensure Enable reversal of unpaid bills is unchecked.
        • This will ensure that updates to unpaid bills are able to sync from PayMaker to Intacct
    3. Under 1099's

      • Select Enable 1099 flag override
    4. Under Payment approval settings

      • Ensure Enable AP Payments approval is unchecked
  • Configure Summary Frequency, in order to ensure objects like bills, invoices, payments, etc. can sync correctly:

    • In the Accounts Payable Configuration and Accounts Receivable Configuration sections, set Summary Frequency fields to Daily or Monthly.
    • Accounts Payable:
    • Accounts Receivable:

Before the First Sync

Before running the first sync, set Accounting Preferences settings in your PayMaker account.

Accounting Preferences

  1. Click Settings
  2. Under Accounting, click Preferences
  3. Click the edit icon
    • Enable any applicable settings :
    • Show Account Numbers
    • Use Departments
    • Use Locations
    • Use Dimensions in Payables
      • Projects
      • Vendors
      • While enabling this dimension does not affect PayMaker functionality directly, it allows the vendor to sync to the top level as well as the line item level in Intacct, allowing for greater reporting capabilities
      • Customers
      • Classes
      • Employees
      • Items
    • Vendor Sequence Id: See Additional Settings section above
    • Show Chart of Accounts on Bill and Invoice Items: Select No
      • The ability to edit accounts associated with Items should be managed in Intacct
    • Show GL Posting Date: Select Yes
      • The GL Posting Date determines Intacct Batch date; this ensures transactions appear in the proper period in Intacct
    • Note: Show Vendor Id in Vendor Dropdown and Show Company Name in Customer Dropdown can be set to your preference. They will not affect the sync setup.

Connect the sync

Enter Intacct Credentials in PayMaker

  1. Click Settings
  2. Under Sync, click Setup
  3. Click Connect
  4. Click Continue in the popup window
  5. Enter Intacct login credentials:
    • Company ID
    • Username - Use the XML_Bill.com user
    • Password - Check the email associated to the XML_Bill.com user. A password was emailed to that address when the user was created.
    • Entity ID - Enter the Entity ID for the Entity to sync with this PayMaker account
  6. Click Save
    • This will initiate the sync. The first sync brings over object lists (Customers, Vendors, etc.)
    • Transactions will not sync until the next section of the setup is complete.

Sync Preferences

  1. Assign the default accounts/locations you'd like to use for the following settings:
    • Sync Automatically: By selecting this, your account will sync every 24 hours from the last performed sync. If a manual sync is performed, the time will reset. Your account will sync again after 24 hours from the latest sync time.
      • Note: The sync might not occur every 24 hours; it may be plus or minus 2 hours
    • Sync only Approved Bills and Vendor Credits: Checking this box allows only bills that have been fully Approved to sync to the accounting software. Bills in Assigned, Approving, Denied, or Unassigned status will not sync to the accounting software.
      • Once enabled, this preference cannot be changed. It should only be enabled if using an approval process for every bill/vendor credit in PayMaker and do not require the ability to report on unapproved payables in your accounting software.
    • Unallocated Expenses Account: If an expense account is not specified on a bill, the account selected for this preference will serve as a catch-all in your accounting software, where you know to look for bills that need to be coded. Common accounts used include Ask my Accountant, Miscellaneous, Uncategorized Expense, or Other Expense.
      • Accepted account types: Expense, Other Expense
    • Unallocated Income Account (if using Receivables) If an item or income account is not specified on an invoice, the account selected for this preference will serve as a catch-all in your accounting software, where you know to look for invoices that need to be coded. Common accounts used include Uncategorized Income or Suspense.
      • Accepted account type: Income
    • Default Bank Account: When marking a bill as paid outside of PayMaker, this preference serves as the default payment account
      • Accepted account type: Bank
    • Deposit To Account: This preference sets the default account for posting offline payments received in the accounting software. It is recommended that the Undeposited Funds account be selected here so that payments are automatically grouped together in one account and available to be deposited in the future.
      • Accepted account types: Bank, Other Current Asset
    • Funds Transfer Location - If the Intacct account is a shared company (Multi-Entity) specify the Location/Entity that the Funds Transfer journal entries should be posted to in Intacct
    • Funds Transfer Department - the department in which the Funds Transfer journal entries should post can be specified here
    • Funds Transfer Journal Symbol: CDJ (Cash Disbursement Journal) or CD (Cash Disbursement). This can be viewed in Intacct (General ledger > Open Setup > Journals)
    • Transaction Currency - Appears as US Dollar, and does not calculate currency conversion
    • Base Currency - US Dollars only
    • GL Account for Bank Account **XXXX: Select the GL account associated with the bank account listed in the preference name.
      • Accepted account type: Bank
    • Master in case of conflict: These settings depend on workflow
      • Make Intacct the default for all: AP/AR workflow is managed in Intacct
      • Make PayMaker the master: AP/AR workflow is managed in PayMaker
      • Not sure: Keep the defaults
      • These settings can be updated anytime
  2. Click Save
  3. Sync again. If there are any sync errors, or if you have any questions, please contact Customer Support.

Things to Note

AR Functionality

If using Accounts Receivable in Intacct, please create an AR Term to match the Payment Term you use in PayMaker. To create an AR Term in Intacct:

  1. Go to Accounts Receivable > Configure Accounts Receivable
  2. In the Setup section
  3. Click Add
  4. Give the AR Term the same name as the Payment Term in PayMaker
  5. Click Save
  6. Sync again.

After the sync is complete, invoices will be able to sync over to Intacct.

If all AR Terms are already created in Intacct, please create them in PayMaker. To create new Payment Terms in PayMaker:

  1. Click Settings
  2. Under Accounting, click Payment Terms
  3. Click New
  4. Give the Payment Term the same name as the AR Term in Intacct
  5. Click Save
  6. Sync again

Purchase Orders and Order Entry

  • The original Purchase Order will not be viewable in PayMaker, if the Purchase Order number is entered into the Reference number field on the bill and vendor credits in Intacct, the Purchase Order number will appear on bills and vendor credits when they sync over to PayMaker.
  • Purchase/Sales Orders cannot be updated in PayMaker or in Intacct. Bills or vendor credits created from Purchase Orders should be edited in Intacct only, or sync errors may occur.

Credit Card GL's

  • Credit Card/Charge accounts should be created in Intacct as a GL Account with a charge account assigned to it. This will appear as a Credit Card-type account in PayMaker.

If you do not see the described feature available in PayMaker, you may not have access to the feature based on permissions for your role and/or your plan does not have this feature. If you wish to get access to the feature, please review the available plans for PayMaker and upgrade accordingly or contact the Administrator of your PayMaker account. Changes in monthly user fees may apply.