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Intacct Sync - Multi-Entity Setup Guide

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 Multi-Entity Intacct account with Bill.com, syncing at the Entity 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

 

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

Syncing to the Entity Level with a Multi-Entity Account

  • In this configuration, Bill.com will sync to the Entity Level in Intacct. You will enter the Entity ID in the SyncLogin Info page in Bill.com. 
    • 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 Bill.com. 
      • If a list object is created in Bill.com, 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 Bill.com sync user in Intacct

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

 

    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
    2. Select Keep my password until I reset it
    3. Select Web Services Only. IMPORTANT: If this checkbox is not enabled, this user will become billable.

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

Assigning permissions to sync user

Subscription based

    1. Go to the Company > Users> Billcom user > Subscriptions and enable permissions for all Modules 2_-_Subscription_permissions.png
    2. Click on each Application/Module and select Alfrom the top right and save changes
      • Some modules have an additional Reports permission section, select All for Reports as well5_-_Module_permissions.png

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 Company > Roles > Add4_-_Add_new_role.png
  2. Click on each Application/Module and select Alfrom the top right and save changes
    • Some modules have an additional Reports permission section, select All for Reports as well5_-_Module_permissions.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 > 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_-_Role_Information.png
    5. Click Save

 

 

 

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 > Add8_-_Add_account.png9_-_Checking_Account_info.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. See the next section.
    5. Enter 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 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.9_-_Add_new_GL.png10_-__New_GL_Info.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 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.11_-_view_bills_link.png
      • In Bill.com, 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. For Web Services, click Subscribe.

Steps to install

    1. Click the following link, or copy/paste it into your browser: https://771f473801c0b18ffef3-7d086b3f1e6695f88d9e14526d5f6849.ssl.cf1.rackcdn.com/billcom_package.xml
    2. Right-click on the page with your mouse and select Save As, or click Ctrl+S to save as an XML Document and save to desktop
      • This will be a one time use file
    3. In Intacct, go to Customization Services/Platform Services > Customization Packages > Add
    4. Select the saved file from your desktop
    5. Click Import

 

 

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 using Vendor Sequence numbering, enable auto numbering in Bill.com. To determine whether Vendor Sequence numbering is used, or if Vendor IDs are entered manually in Intacct:
    1. In 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

 

  • Enabling auto-numbering in Bill.com:
    1. In your Bill.com account, hover over the gear icon, 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.
    1. In 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 Intacct.12_-_Enable_functionality.png
    3. Under 1099's
      • Select Enable 1099 flag override14_-_1099.png
    4. Under Payment approval settings
      • Ensure Enable AP Payments approval is unchecked13_-_Payment_approval_settings.png

 

  • Turn off ISO country codes: 
    1. In Intacct, go to Company > Company Info > General Information
    2. Make sure Use ISO country codes is UNCHECKED15_-_ISO.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
        16_-_Summary_frequency_AP.png
      • Accounts Receivable:
        17_-_Summary_frequency_AR.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 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. 18_-__Accounting_preferences.png



Connect the sync

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:      
      • 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. The first sync brings over object lists (Customers, Vendors, etc.)
      • Transactions will not sync until the next section of the setup is complete

19_-_Intacct_Login_info.png

 

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 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 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 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 SymbolCDJ (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 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 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, 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 Bill.com.
  • 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.

 

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