Sage Intacct Sync - Standard Setup Guide

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

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

IMPORTANT: If you haven't already done so, please review the Sage 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 is required:

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

Things to Note

Single-Entity and Multi-Entity - (Top)

  • With a Single-Entity or Multi-Entity - (Top) account, PayMaker will sync to the top level in Sage Intacct. All list objects (Vendors, Chart of Accounts, Customers, Departments, Locations, Items, etc.) will have a 2-way sync.
  • Transactions
    • All Bills, Vendor Credits, and Payments will sync from PayMaker into Sage Intacct. Only unpaid bills will sync from Sage Intacct into PayMaker.
    • All Bills, Vendor Credits, and Payments will sync from PayMaker into Sage Intacct. None will sync from Sage Intacct to PayMaker.
    • Based on the complexity of Configuration B & D, PayMaker Customer Support will need to help update your PayMaker account.
    • Configurations A &C
    • Configurations B & D

Multi-Entity - Syncing to the Top

  • In this scenario, PayMaker will be syncing to the Top Level (top level) in Sage Intacct. All list objects (Vendors, Chart of Accounts, Customers, Departments, Locations, Items, etc.) will have a 2-way sync. If there are other Entities in Sage Intacct, the same list objects will be shared among them.
  • Syncing to the Top Level requires you to enter a Location on bills when syncing them from PayMaker into Sage Intacct to ensure they sync to the appropriate Entity. This is the same workflow as when entering bills in Sage Intacct.
  • Since list objects (Vendors, Chart of Accounts, Customers, Departments, Locations, Items, etc.) are maintained at the Top Level, they can be managed in either PayMaker or Sage Intacct. However, vendors connected through the network maintain their own information; in this case, you will need to update their vendor information separately in Sage Intacct, if necessary.
  • If more than one PayMaker account will sync to the same Top Level, transactions (Bills and Invoices) must have a 1-way sync between PayMaker and Sage Intacct. Please contact PayMaker Customer Support, and have them make this change in your account.
  • When syncing to the Top Level, list objects must be created at the Top, rather than the Entity, so that they will sync to PayMaker.
  • When syncing at the Top level, you must set the closed books date in PayMaker manually to avoid sync errors
  • Best practice is to manually enter the Books Closed date in PayMaker, instead of syncing this date from Sage Intacct, when syncing at the Top level. Only the most recent close date from any entity will sync to PayMaker, possibly preventing transactions from another entity from syncing, even if the period is not closed for that particular entity.

Implementation

Create a Web Services Sync User in Sage Intacct

Create a user at the Top Level (top level) and give it full permissions.

  1. Click the Applications drop down > Company > Click next to Web Services Users
    1 - Add user
    • 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 Sage 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 - permissions
  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 - Permissions ALL detail

Role based

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

  1. Click Applications > Company > Click next to Roles
    4 - new role
  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
      5 - Permissions All detail
  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 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
      6 - assign role
  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, enter bill.com in all lower case letters
  6. Click Save

7 - web sender

Install Customization Package

The customization package allows the ability to do the following:

  • In Sage Intacct, view bill or invoice images entered in PayMaker by clicking View Details in Bill.com
    12 - view in Bill.com
  • In PayMaker, track Sage Intacct updates for:
    • Deleted Departments, Locations, Vendors, Accounts, Classes, Customers, Items, Projects, Employees, Bills, and Invoices

A subscription to Customization Services in Sage Intacct is required. 1. On the Home page, click Company > Subscriptions 2. At Web Services, click Subscribe

Steps to Install

  1. Download the Customization Package to your desktop
    • This will be a one time use file
  2. In Sage 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 Sage Intacct Accounts Payable and Cash Management modules.

    1. Click the Applications drop down > Company > Admin tab > Subscriptions
    2. In the Accounts Payable module, 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. In the Cash Management module, 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 Sage Intacct:

    1. Click the Applications drop down > Company > Admin tab > Subscriptions
    2. 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 your PayMaker account, 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 Sage Intacct to correctly configure Accounts Payable.

    1. In Sage 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 Sage Intacct
          13 - enable functionality
    3. Under 1099's
      • Select Enable 1099 flag override
        14 - 1099 setting
    4. Under Payment approval settings
      • Ensure Enable AP Payments approval is unchecked
        15 - payment approval setting
  • 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:
      17 - AP frequency summary
    • Accounts Receivable:
      18 - AR frequency summary

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 Sage Intacct, allowing for greater reporting capabilities
      • Customers
      • Classes
      • Employees
      • Items
    • Vendor Sequence Id: See Additional Settings above
    • Show Chart of Accounts on Bill and Invoice Items: Select No
      • The ability to edit accounts associated with Items should be managed in Sage Intacct
    • Show GL Posting Date: Select Yes
      • The GL Posting Date determines Sage Intacct Batch date; this ensures transactions appear in the proper period in Sage 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.
      Accounting Preferences - Caymus

If syncing with Sage Intacct at the top level (configuration C or D), you must set the closed books date in PayMaker manually to avoid sync errors.

  1. Click settings
  2. Click Preferences under Accounting
  3. Click the Edit icon
  4. Select the Books Closed Date
  5. Click Save

When syncing with Sage Intacct at the top level (configuration C or D), best practice is to manually set the Books Closed Date, as only the most recent close date from any entity will sync to PayMaker, possibly preventing transactions from another entity from syncing, even if the period is not closed for that particular entity.

Connect the sync

Enter Sage Intacct Credentials in PayMaker

  1. Click Settings
  2. Under Sync, click Setup
  3. Click Connect
  4. Click Continue in the popup window
  5. Enter Sage 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.
    Sync Login - Caymus

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 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 Sage Intacct account is a shared company (Multi-Entity) specify the Location/Entity that the Funds Transfer journal entries should be posted to in Sage 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 Sage Intacct (General ledger > Open Setup > Journals)
    • Transaction Currency - Appears as US Dollar, and does not calculate currency conversion
    • Base Currency - US Dollars only
    • Sync Closed Books - Best practice is to uncheck/disable this setting when syncing at the Top level, as only the most recent close date from any entity will sync to PayMaker, possibly preventing transactions from another entity from syncing, even if the period is not closed for that particular entity
    • 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 Sage Intacct the default for all: AP/AR workflow is managed in Sage 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 Sage Intacct, please create an AR Term to match the Payment Term you use in PayMaker. To create an AR Term in Sage 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 Sage Intacct.

If all AR Terms are already created in Sage 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 Sage 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 Sage 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 Sage Intacct. Bills or vendor credits created from Purchase Orders should be edited in Sage Intacct only, or sync errors may occur.

Credit Card GL's

  • Credit Card/Charge accounts should be created in Sage 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.