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Intacct Sync - User Guide

Document Introduction

This guide will help determine the correct way to set up the sync between your Intacct and Bill.com accounts, and provides important details to know before syncing.  

 

Table of Contents

  1. Introduction
    1. Intacct Sync and Known Limitations
    2. What’s coming?
  2. Which Bill.com - Intacct Configuration to Use?
    1. Decision Tree
    2. Recommended configuration for the best sync experience
  3. How do I set up my account?
  4. Best Practices Overview
  5. Resources

1. Introduction 

This section covers a high-level overview of the following:

      • List of objects that sync from Bill.com to Intacct, and vice versa
      • Known limitations
      • Bill.com’s planned enhancements to Intacct sync

I. Intacct Sync and Known Limitations

 

 

Object

Intacct To Bill.com

Bill.com To Intacct

Known Limitations

General Chart of Accounts Yes Yes - Account labels not supported.
Departments

Yes

Yes

- Bill.com uses default Intacct terminology, so changes to Intacct terms for Department do not sync over to Bill.com (e.g. we always display as "Department" in Bill.com).

- No sync for Department Groups.

Locations

Yes

Yes

- N/A

Classes

Yes

Yes

- N/A

Employees

Yes

Yes

- N/A

Projects / Jobs

Yes

Yes

- Projects / jobs cannot be created in Bill.com (jobs is read-only in Bill.com application).

Currency

Yes

Yes

- Multi-currency is not supported. Bill.com supports only one currency. By default it's set to USD, but you can change it in Sync Preferences.

- Note: If your Intacct account is a multi-currency account with multiple base currencies enabled, you'll need to set the transaction currency to USD in Bill.com.

Bank account balance

Yes

No

- N/A

Payment Terms

No

No

- Currently, Payment Terms don't sync from/to Intacct.

Attachments

No

No

- Bill.com doesn't sync attachments to/from Intacct. Use Bill.com to directly upload attachments. If you need to see attachments in Intacct, upload in Intacct after each transaction has synced. 

Approvals

No

No

- Bill.com doesn't sync approvals to/from Intacct, however, you can choose to have ONLY Approved bills and vendor credits sync to Intacct. Learn more here

Payables Vendors

Yes

Yes

- Tax1099 works differently in Bill.com than Intacct. See best practices below to set up 1099 in Bill.com with Intacct.

- If you create two vendors with the same name in Intacct, only the first one will sync to Bill.com; the second one will result in a sync error.

- Bill.com uses the Vendor Name for matching, so Name should be unique within Bill.com to avoid duplicates.

- The sync supports Intacct Inactivates. The sync will inactivate the Vendor in Bill.com.

- The sync does not support Intacct deletions. The sync will not delete the Vendor in Bill.com.

AP Funds Transfer

No

Yes

- We only support funds transfer for one location per bill.com account. 

Bills

Yes, only unpaid bills

Yes

- Partially- and fully-paid bills will not sync from Intacct to Bill.com.

- When a bill with a voided payment is deleted in Bill.com, the deletion cannot sync to Intacct - it must be manually reversed in Intacct.

- You may choose to have ONLY Approved bills sync to Intacct. Learn more here

Bill Payments

No

Yes

- Payments made in Intacct do not sync to Bill.com.

- Partial payments: Payments cannot be applied to specific bill line items.

- Voided payments: If a user wants to void a payment and use a specific date, the best practice is to void in Intacct and then in Bill.com.

- The memo field for Offline Payments in Bill.com does not sync to Intacct.

Vendor Credits

Yes, unapplied vendor credits.

Yes

- Intacct doesn't allow us to specify which vendor credit was used in Bill.com.

- Neither partial nor full vendor credit applications sync from Intacct to Bill.com.

- Intacct adjustments don't sync. Negative bills do sync as vendor credits to BDC.

- You may choose to have ONLY Approved vendor credits sync to Intacct. Learn more here

Purchase Order

Yes, once POs converted to unpaid bills.

N/A

- You cannot view original Purchase Orders in Bill.com.

- You can create POs and Receivers in Intacct and convert them to Bills and Vendors. Once converted, they will sync into Bill.com, and PO Bills can be approved and paid via Bill.com. The Purchase Order number will appear on bills and vendor credits that originated from POs in Intacct.

- Bills created from POs (and synced from Intacct) should not be edited in Bill.com, or sync errors will occur.

 

Receivables Customers Yes Yes

- If you create two customers with the same name in Intacct, only the first one will sync to Bill.com; the second one will result in a sync error.

- Bill.com uses the Customer Name for matching, so Name should be unique within Bill.com to avoid duplicates.

Invoices

Yes, only unpaid invoices.

Yes

- Bill.com supports sales tax as an invoice line item, associated with a sales tax GL account.

Advance Sales Tax

N/A

N/A

- You can't create invoices in Bill.com if you use advance sales tax. You need to use Intacct to create invoices with Advanced Sales Tax. The sync will bring them to Bill.com for payment.

Items

Yes

Yes

- The sync can't bring the Chart of Account and Price fields of Items from Intacct into Bill.com. These fields are not exposed in the Intacct API.

AR Payments

No

Yes

- Payments made in Intacct do not sync to Bill.com.

- You can't apply payment to a specific invoice line item.

- Voided payments: Payments that have synced, and are then voided, will generate a sync error, instructing the user to manually void it in Intacct. The ability to sync the void of a previously-synced AR payment is not available in the Intacct API.

Credit Memos

No

No

- Currently, Credit Memos don't sync to/from Intacct. They need to be manually applied in both Bill.com and Intacct.

AR Funds Transfer

No

Yes

- N/A

AR Payment Convenience Fee

No

Yes

- N/A

Sales Order

Yes after SOs are converted to unpaid invoices.

N/A

- You cannot view SOs in Bill.com.

- Invoices created from SOs (and synced from Intacct) should not be edited in Bill.com, or sync errors will occur.

  

II. What’s coming?

We are continuously improving our Intacct sync for a world class experience. For latest updates on sync improvements, click here.

2. Which Bill.com - Intacct Configuration to Use? 

I. Decision Tree


II. Recommended configuration for the best sync experience

 

Note:

Multi-Entity account syncs must follow Intacct's existing Root/Entity logic. For example, if you are syncing at the Root Level and create a Vendor, the Vendor will be managed at the Root Level, and cannot be edited at the Entity Level.

Single-Entity account have no permission-level issues.

Below is a table with all the configurations we support. They vary based on the complexity of the configuration.

 

3. How do I set up my account? 

Configuration  

A: Single to Single

image01.png

B: Multiple to one Entity

image05.png

C: Single to Root

image03.png

D: Multiple to Root

image00.png

E: Single to one Entity

image04.png

F: Multiple to Each Entity

image06.png

  Description Single Bill.com account syncing to a single Intacct Entity Multiple Bill.com accounts syncing to a single Intacct Entity Single Bill.com account syncing to the Root level of Multi-Entity Multiple Bill.com accounts syncing to the Root level of Multi-Entity Single Bill.com account syncing to one Entity of a Multi-Entity account in Intacct

Multiple Bill.com accounts syncing to multiple Entities in a Multi-Entity account in Intacct

Sync Login/User Company ID with or without Entity ID No Entity ID No Entity ID No Entity ID No Entity ID Enter Entity ID

Enter Entity ID

Bill.com Clearing Bank Account Where is the bank account set up and owned? Standard Level Standard Level Root Level Root Level Entity Level

Entity Level

Funds Transfer Bank Account Where is the bank account set up and owned? Standard Level Standard Level Root Level Root Level Entity Level

Entity Level

Lists (Vendors, GL Accounts, etc.) Where are they set up? Standard Level

Standard Level

Lists will sync into each  Bill.com account

Root Level - Unrestricted

Root Level - Unrestricted

Lists will sync into each Bill.com account

 

Entity Level

Entity Level

Bills/Invoices/Vendor Credits

Where are they set up? Standard Level  Standard Level (1-way) [1] Root Level Root Level (1-way) [1] Entity Level

Entity Level

Expected Limitations       Objects created at Entity level won't sync to Bill.com Objects created at Entity level won't sync to Bill.com Objects created at the Root level can't be edited via the sync (i.e. updates in Bill.com won't sync to Intacct)

Objects created at the Root level can't be edited via the sync (i.e. updates in Bill.com won't sync to Intacct)

Sync Setup Guide

Which sync manual should I use? Standard Guide Standard Guide Standard Guide Multi-Entity Guide Multi-Entity Guide

Multi-Entity Guide

Notes

    Configuration not recommended if using multiple Locations Need to code transactions to Locations Configuration not recommended if using multiple Locations    

[1] The sync will be limited to syncing transactions one way, from Bill.com to Intacct. Syncing transactions from Intacct to Bill.com isn't supported in this configuration. 

  • For the ideal integration for Configurations E and F, Lists and Transactions should be set up and managed at the entity level. If they are set up at the root level, use Configurations C or D to sync at the root level (in this case, updates made in Bill.com will not sync, and will create sync error notifications). 
  • Configurations C, D, E, and F assume that the multi-entity account is shared. 
  • For Multi-Entity (Distributed), use Configuration A or B. 
  • Configuration C or D (sync to Root level) must be used if: 
    • Objects are owned at the Root
    • Reconciliation takes place at the Root
    • Account uses Automatic Inter-Company Transfers
  • Edits are based on permissions in Intacct. 
  • If set up in Entity, then ID, Name, and Contact should be unique. 

  

 

4. Best Practices Overview

  • Chart of Accounts
        • To make a Chart of Account type Bank or Credit Card in Bill.com, create a bank account or charge account in Intacct, and associate it to the corresponding Chart of Account.
  • Vendor 1099
        • Bill.com tracks whether vendors are 1099 or not. Bill.com doesn't contain information about the 1099 box or type. Therefore, 1099 vendors created in Bill.com are synced to Intacct as form1099type=MISC and form1099box=7. If this default value is not what you need for your 1099 vendors, you should always create your 1099 vendors in Intacct so you can select the correct form type / box.
  • 1099 Line Items
        • Bill.com doesn't support selecting the form1099 per bill line item. Instead, you need to set the field 1099 Category on the chart of account(s) used on bills line item to any value other than "None" so they will sync as form1099=true to Intacct. 
  • Bills
        • Only unpaid bills sync from Intacct into Bill.com, so you should always initiate payments in Bill.com. On the Bill.com Pay page you can pay via Bill.com (check or ACH), select to print check in Intacct, or record payment made outside of Bill.com. The sync will send the related payment or check to be printed in Intacct.
        • We can't update paid bills in Intacct. If you plan to re-classify bills in Bill.com after they are paid, you need to enable Re-classify transactions in your Intacct configuration to avoid sync errors.
        • Any POs in Intacct will sync to Bill.com once they are converted to unpaid bills. Once they sync, they are ready to be approved and paid.
        • In order for bills to sync seamlessly into Intacct, you’ll need to disable approval in Intacct. This option is found under Accounts Payable > Configure Accounts Payable > Payment Approval Settings section. You’ll need to uncheck the “Disable Approval” option. If you choose to have this option unchecked, you’ll need to approve all bills for payments to be recorded.
  • Vendor Credits
        • Only unpaid vendor credits sync from Intacct, so you should apply vendor credits in Bill.com. When you make a payment with the vendor credit, we will sync it to Intacct where it gets automatically applied, based on the oldest available vendor credit. If you didn’t use the oldest available vendor credit when applying in Bill.com, you will need to manually update, in Intacct, which vendor credit was applied.
        • Vendor Credits can sync to Bill.com but the application of the vendor credit is not supported. You will need to apply the vendor credit manually in Bill.com.
        • Intacct adjustments don't sync. Negative bills do sync as vendor credits to BDC.
  • Credit Memos
        • Currently, Credit Memos don't sync to/from Intacct. They need to be manually applied in both Bill.com and Intacct.
  • Bills/Invoices using Items
        • Always code the bill/invoice with an Account. The integration doesn’t sync the Account associated to the Item.

5. Resources

Below, find some additional resources we think will be helpful for setting up your Bill.com account, and understanding how Bill.com works.

 

Version 2.0 May/2015

This document is supplied as and intended to be a reference document for users of Bill.com. The document is periodically updated and may contain data that does not apply to user’s specific product or that is obsolete. If questions exist regarding the applicability of the data relative to your product, contact Bill.com Customer Support.

Copyright © 2007-2015 Bill.com, Inc. All Rights Reserved.

No part of this document may be reproduced or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without prior written permission of Bill.com, Inc.

Bill.com is a registered trademark of Bill.com, Inc.

All other trademarks, service marks, or registered trademarks appearing in this guide are the trademarks or service marks of their respective owners.

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