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Sage Intacct Sync - Standard Setup Guide

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

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

IMPORTANT

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

 

Table of Contents

 

 

Pre-Implementation

To perform the sync setup, you will need:

  • Full Admin access to Sage 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 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 Bill.com into Sage Intacct. Only unpaid bills will sync from Sage Intacct into Bill.com.
    • All Bills, Vendor Credits, and Payments will sync from Bill.com into Sage Intacct. None will sync from Sage 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 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 Root Level requires you to enter a Location on bills when syncing them from Bill.com 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 Root Level, they can be managed in either Bill.com 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 Bill.com account will sync to the same Root Level, transactions (Bills and Invoices) must have a 1-way sync between Bill.com and Sage 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.

 

Implementation

Create a Web Services Bill.com Sync User in Sage Intacct 

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

    1. Go to Company > Web Services Users > Add                                                                                                 Intacct_1.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

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

Assigning permissions to sync user

Subscription based

  1. Go to the Company > Web Services Users> XML_Bill.com user > Subscriptions and make sure Permissions are enabled for all ModuleIntacct_2.png
  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 wellIntacct_3.png

Role based

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

  1. Click Company > Roles > AddIntacct_4.png
  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 wellIntacct_5.png
  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
    5. Click Save

Intacct_6.png

 

 Add Bill.com to Web Services authorization

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

  1. On the Home page, click Company > Company Info
  2. Click the Security tab
  3. Click Edit
  4. In the Web Services authorizations section, click the + sign
  5. In the Sender ID field, bill.com in all lower case letters
  6. Click Save

Intacct_7.png

 

Create a Bill.com Clearing Account

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

    1. Go to Cash Management > Checking > AddIntacct_8.png
      Intacct_9.png
    2. Enter the Account Id, Account number, and Bank name
      • Account Id: Bill.com Clearing
      • Bank name: Bill.com Money Out Clearing
    3. A GL account needs to be created for this bank account. See the next section.
    4. This next step differs depending on whether you use Single- or Multi-Entity.
      • Single-Entity: Inter-entity (company) transfers are not required. Check the appropriate box to disable.
      • Multi-Entity: 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)

Note: Each Sage 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.Intacct_10.pngIntacct_11.png     
    2. Fill out the following fields:
      • Primary/Sub Account number: Use any available GL account number
      • Title: Bill.com 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
    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 Sage Intacct, view bill or invoice images you have entered in Bill.com by clicking View Details in Bill.com.Intacct_12.png       
      • In Bill.com, 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

      Click here to Download


      • This will be a one time use file
    2. In Sage Intacct click 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. From your Sage 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 Sage Intacct, go to Account Payables > Configure AP
    2. Under Document Sequencing, if Vendors 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 Sage Intacct to correctly configure Accounts Payable.
    1. In Sage Intacct, go to Accounts Payable > Configure Accounts Payable
    2. Under Enable functionality
      • 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 Sage Intacct.Intacct_13.png           
    3. Under 1099's
      • Select Enable 1099 flag override Intacct_14.png           
    4. Under Payment approval settings
      • Ensure Enable AP Payments approval is unchecked Intacct_15.png           

 

  • 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: Intacct_17.png
      • Accounts Receivable:Intacct_18.png

 

 

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
        • 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. 


Connect the Sync

Enter Sage 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 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 Bill.com account
    5. Click Save. This will initiate the sync

 

 

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 Bill.com 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
    • Bill.com Money Out Clearing Account: For Accounts Payable, Bill.com leverages the Money Out Clearing Account to assist with bank reconciliation.
      • Assign the appropriate Billcom Clearing account created in Sage Intacct
      • If multi-entity, confirm the Clearing Account for that specific entity is correct
      • Accepted account type: Bank
    • Bill.com Money In Clearing Account: (if using Receivables) For Accounts Payable, Bill.com leverages the Money Out Clearing Account to assist with bank reconciliation.
      • Assign the appropriate Billcom Clearing account created in Sage Intacct
      • If multi-entity, confirm the Clearing Account for that specific entity is correct
      • Accepted account type: Bank
    • Default Bank Account: When marking a bill as paid outside of Bill.com, this preference serves as the default payment account
      • Accepted account type: Bank
    • Deposit To Account: This preference sets the default account for posting credit card and 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 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 - Must be set to USD for payments to sync, even if using multi-currency
    • Base Currency - Must be set to USD for payments to sync, even if using multi-currency
    • 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 Bill.com the master: AP/AR workflow is managed in Bill.com
      • 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.

Sync_Preferences.png

 

 Things to Note

AR Functionality

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

If all AR Terms are already created in Sage 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 Sage Intacct
  5. Click Save
  6. Sync again

 

Purchase Orders and Order Entry

 

  • While you cannot view the original Purchase Order in Bill.com, 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 Bill.com.
  • The View in Bill.com link is not available on invoices created from Purchase Orders in Sage Intacct. The View in Bill.com link is only available for invoices created in Bill.com and synced to Sage Intacct.
  • Purchase/Sales Orders cannot be updated in Bill.com 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 Cards

  • 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 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.

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

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