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Intacct Sync - Standard Setup Guide

Document Introduction

This document provides step-by-step instructions on how to set up the sync between Bill.com and Intacct.

This guide will walk you through setting up a Single-Entity or a Multi-Entity Intacct account with Bill.com, syncing at the Root level.

 

IMPORTANT

If you haven't already done so, please review the Intacct Sync User Guide before proceeding, to make sure this is the correct guide for your particular configuration. 

 

 

Table of Contents

  1. Pre-Implementation
  2. Implementation
  3. Things to Note

 

 

1. Pre-Implementation

 

To perform the sync setup, you will need:

  • Full Admin access to Intacct, with user role permissions
  • Admin/Accountant access to Bill.com

 

 

Things to Note

 

Single-Entity and Multi-Entity - (Root)

  • With a Single-Entity or Multi-Entity - (Root) account, Bill.com will sync to the Root Level (top level) in 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 Bill.com into Intacct. Only unpaid bills will sync from Intacct into Bill.com.
    • All Bills, Vendor Credits, and Payments will sync from Bill.com into Intacct. None will sync from Intacct to Bill.com.
    • Based on the complexity of Configuration B & D, Bill.com Customer Support will need to help update your Bill.com account.
    • Configurations A &C
    • Configurations B & D

 

Multi-Entity - Syncing to the Root

  • In this scenario, Bill.com will be syncing to the Root Level (top level) in 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 Intacct, the same list objects will be shared among them.
  • Syncing to the Root Level requires you to enter a Location on bills when syncing them from Bill.com into Intacct to ensure they sync to the appropriate Entity. This is the same workflow as when entering bills in Intacct.
  • Since list objects (Vendors, Chart of Accounts, Customers, Departments, Locations, Items, etc.) are maintained at the Root Level, they can be managed in either Bill.com or Intacct. However, vendors connected through the network maintain their own information; in this case, you will need to update their vendor information separately in Intacct, if necessary.
  • If more than one Bill.com account will sync to the same Root Level, transactions (Bills and Invoices) must have a 1-way sync between Bill.com and Intacct. Please contact Bill.com Customer Support, and have them make this change in your account.
  • When syncing to the Root Level, list objects must be created at the Root, rather than the Entity, so that they will sync to Bill.com.

 

 

 

 

2. Implementation

 

 

Create a Bill.com Sync User in Intacct 

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

    1. Go to Company > User > Add                                                                                                 XML_user.png
      • 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 Bill.com account or the sync.
      • User type:
        • Select Business 
      • Admin privileges:
        • Select Full
      • Select Keep my password until I reset it
      • Select Web Services Only. IMPORTANT: If this checkbox is not enabled, this user will become billable.
    1. Once you’ve created the user, go to the Company > Users> Billcom user > Subscriptions and make sure Permissions are enabled for all Modules.    
      • In addition to selecting all of the applications/modules from the left side, make sure to click on each Permissions and select Alfrom the top right, saving your changes as you go. Some modules have multiple Permissions sections, so be sure to select them all.
    2. If you use Role-based permissions, you’ll need to create a new Role for the Billcom user, with access to all modules in Intacct. 
      1. Click Company > Roles > Add
      2. Create the role, and select all of the modules from the left column. Select all permissions, and click Save.
      3. Assign this role to the Billcom user.
      • In this case, a role must be created and then permissions assigned. Once the permissions are assigned, that role can be associated to the Billcom user.

Note:  Once the Billcom user is created, you'll receive an email from Intacct containing a temporary password. Log in, and create a new password.

 

 

Create a Bill.com Clearing Account

Payments made through Bill.com will go through this bank account in Intacct. 

    1. Go to Cash Management > Checking > Add
    2. Enter the Account Id, Account number, and Bank name.
      • Account Id: Bill.com Clearing
      • Bank name: Bill.com Money Out Clearing
    3. You will need to create a GL account for this bank account. See the next section.
    4. This next step differs depending on whether you use Single- or Multi-Entity.
      • Inter-entity (company) transfers are not required. Check the appropriate box to disable. 
      • Select the Entity ID that corresponds to this bank account, and create a separate Clearing Account for each entity. Best practice is to include the Entity ID with the Billcom Clearing name (e.g. Billcom Money Out Clearing - US)
      • Single-Entity:
      • Multi-Entity:

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

 

 

Create a GL Account for the Clearing Account

 

    1. From the bank account page, click Accounting information > GL account. Select Add from the drop-down menu.
    2. Fill out the following fields:
      • Use any available GL account number
      • Bill.com Money Out Clearing
      • Balance Sheet Account
      • Debit
      • Non-Closing Account
      • Do not select any dimension settings; these are not required.
      • Primary/Sub Account number:
      • Title:
      • Account Type:
      • Normal Balance:
      • Period End Closing Type:
      • Dimension settings
    3. Click Save
    4. If you are using Accounts Receivable, follow the steps above to make an account called Bill.com Money In Clearing.

 

 

Install Customization Package

 

The customization package allows you to do the following:

      • In Intacct, view bill or invoice images you have entered in Bill.com by clicking View Details in Bill.com.
      • In Bill.com, track Intacct updates for:
        • Deleted Departments, Locations, Vendors, Accounts, Classes, Customers, Items, Projects, Employees, Bills, and Invoices
    1. A subscription to Customization Services in Intacct is required.
      1. On the Home page, click Company > Subscriptions
      2. At Web Services, click Subscribe.
    2. Click the following link, or copy/paste it into your browser: https://771f473801c0b18ffef3-7d086b3f1e6695f88d9e14526d5f6849.ssl.cf1.rackcdn.com/billcom_package.xml
    3. Right-click on the page with your mouse and select Save As, or click Ctrl+S to save as an XML Document.
    4. In Intacct click Customization Services/Platform Services > Customization Packages > Add
    5. Select the saved file from your desktop, and then click Save.

 

 

Additional Settings

 

  • Turn off Account Labels in the Intacct Accounts Payable and Cash Management modules.
    1. From your Intacct account Home, click Company > Subscriptions
    2. At Accounts Payable, click Configure
    3. Under Enable functionality, make sure 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, make sure Account labels is not selected.
    7. Click Save

 

  • If you use Vendor Sequence numbering, you’ll need to enable auto numbering in Bill.com. To determine whether Vendor Sequence numbering is used, or if Vendor IDs are entered manually:
    1. In Intacct, go to Account Payables > Configure AP
    2. Under Document Sequencing click Vendors
    3. If this is blank, no Vendor ID sequence is being used, and Vendor IDs are entered manually.

 

  • If using Vendor Sequence numbering, enable auto-numbering in Bill.com:
    1. In your Bill.com account, click the gear icon, and then 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 you'll need to make in Intacct to correctly configure Accounts Payable.
    • Make sure Enable reclassification for bills and adjustments is CHECKED
    • Make sure Enable reversal of unpaid bills is UNCHECKED. This will ensure that updates to unpaid bills are able to sync from Bill.com to Intacct.
    • Select Disable approval 
    • Select Enable override of the 1099 flag on an AP line item 
    1. In Intacct, go to Accounts Payable > Configure Accounts Payable
    2. Under Enable functionality:
    3. Under Payment approval settings:
    4. Under 1099's:

 

  • Turn off ISO country codes: 
    1. In Intacct, go to Company > Company Info > General Information
    2. Make sure Use ISO country codes is UNCHECKED. 

 

  • Configure Summary Frequency, in order to make sure that 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, you'll need to change some settings in your Bill.com account. 

 

 Accounting Preferences

    1. Hover over the gear icon, and then click Settings
    2. Under Accounting, click Preferences
    3. Click the edit icon, and make the following changes:
      • Enable each of the following :
        • Show Account Numbers
        • Use Departments
        • Use Locations
        • Use Dimensions in Payables
          • Projects
          • Vendors
          • Customers
          • Classes
          • Employees
          • Items
      • Vendor Sequence Id: See Additional Settings above
      • Show Chart of Accounts on Bill and Invoice Items: Select No
      • Show GL Posting Date: Select Yes (The GL Posting Date determines Intacct Batch date; this makes sure 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. 



Enter Intacct Credentials in Bill.com

    1. Hover over the gear icon, and then click Settings
    2. Under Sync, click Setup
    3. Click Connect, and then click Continue in the popup window.
    4. Enter Intacct login credentials:
      • Use the Billcom user created in section 2
      • Leave blank            
      • Company ID
      • Username
      • Password
      • Entity ID
    5. Click Save. This will initiate the sync. Confirm that object lists (Customers, Vendors, etc.) transferred over successfully.
      • Note: Transactions won't sync until you complete the next section of the setup.

 

 

Sync Preferences

  1. Assign the default accounts/locations you'd like to use for the following settings:
    • Assign the appropriate Billcom Clearing accounts.
      • If multi-entity, confirm the Clearing Account for that specific entity is correct.
    • If your Intacct account is a shared company (Multi-Entity) specify the Location/Entity that the Funds Transfer journal entries should be posted to in Intacct.
    • You may specify the department in which the Funds Transfer journal entries should post.
    • CDJ (Cash Disbursement Journal) or CD (Cash Disbursement). You can view this in Intacct (General ledger > Open Setup > Journals).
    • Appears as US Dollar, and does not calculate currency conversion.
    • US Dollars only
    • These settings depends on your workflow. If: 
      • Make Intacct the default for all.
      • Make Bill.com the master.
      • Keep the defaults
      • AP/AR workflow is managed in Intacct:
      • AP/AR workflow is managed in Bill.com:
      • Not sure: 
    • By selecting Sync Automatically, 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.
    • Unallocated Expenses Account
    • Unallocated Income Account (if using Receivables)
    • Bill.com Money Out/In Clearing Accounts
    • Default Bank Account
    • Deposit To Account
    • Funds Transfer Location
    • Funds Transfer Department
    • Funds Transfer Journal Symbol:
    • Transaction Currency
    • Base Currency
    • Master in case of conflict:
    • Auto Sync:
  2. Click Save
  3. Sync again. If there are any sync errors, or if you have any questions, please contact Customer Support.

 

 

 

 

 3. Things to Note

 

 

AR Functionality

If you use Accounts Receivable in Intacct, please create an AR Term to match the Payment Term you use in Bill.com. 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 Bill.com
  5. Click Save
  6. Sync again. After the sync is complete, Invoices will show up in Intacct.

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

  1. Hover over the gear icon, and then 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

 

  • While you cannot view the original Purchase Order in Bill.com, the Purchase Order number will appear on bills and vendor credits created from POs in Intacct.
  • The View in Bill.com link is not available on invoices created from Purchase Orders in Intacct. The View in Bill.com link is only available for invoices created in Bill.com and synced to Intacct. 
  • Purchase/Sales Orders cannot be updated in Bill.com or in Intacct. Bills or vendor credits created from Purchase Orders should be edited in Intacct only, or sync errors may occur.

 

 

Credit Cards

  • 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 Bill.com.

 

 

 

 

 

Version 1.0 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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