Sage Intacct integration guide

This guide is for those who use Sage Intacct as the financial solution to complement their Sage Distribution and Manufacturing Operations subscription. It provides an overview of the steps to follow to connect the 2 applications for data transfers. If you are unsure, contact your administrator or business partner for assistance.

You can also take advantage of dashboards to monitor your integration status with customers and suppliers at a glance.

This table provides information like required permissions and tips to help you get started.

Permissions Admin (full rights)
Subscriptions Sage Intacct
Option management Sage Intacct needs to be active.
Refer to the related help pages for detailed information on how to enter information and specifics for your legislation or country.

When the setup is complete, you can share data, such as journal entries, with Sage Intacct.

Prerequisites

In addition to your Sage Distribution and Manufacturing Operations licence, be sure that your Sage Intacct licence is also current.

If you do not have the necessary permissions, contact your administrator or business partner.

Settings in Sage Intacct

The integration flow begins in Sage Intacct where you set up a web service to connect with Sage Distribution and Manufacturing Operations.

Read through all the instructions carefully because steps change from one solution to the other.

Create a web services user

Open: Sage Intacct > Company > Admin > Users, roles & groups > Web Services users

In this step, you create an API user alias.

  1. Select Add and then enter information for each tab as detailed below.
  2. On the User information tab:
    1. Enter a user ID, last name, first name and email address for the alias. This can be an existing user or a new user.
    2. Contact name: You can select an existing user. If this is a new user, the system automatically creates the contact name.
    3. User name: You can enter the contact name or something else like API alias.
    4. User type: Select Business.
    5. Admin privileges: Select Full.
    6. Status: Select Active.
  3. On the Roles information tab:
    • In the Role Name table, click anywhere in the first line to display a dropdown menu and select Admin.
  4. On the User entities tab:
    • Select the checkbox to Enable access to top-level.
  5. Save and exit.

Authorise Sage Distribution and Manufacturing Operations

This step ensures that Sage Intacct accepts data sent from Sage Distribution and Manufacturing Operations.

Open: Sage Intacct > Company > Admin > Setup > Security

  1. Select Edit.
  2. Scroll down to the Web Services authorisation section.
  3. Enter the Sender ID: XT_mfg.
  4. Select Save.
The next few steps are performed in Sage Distribution and Manufacturing Operations. You do not need to exit Sage Intacct because you will return to this solution for a final step.

Settings in Sage Distribution and Manufacturing Operations

After you complete these steps, you need to return to Sage Intacct to import the custom package file you created.

Activate Sage Intacct integration

Open: Sage Distribution and Manufacturing Operations > Administration > Application configuration > Options management

To enable communication between the 2 solutions, you need to activate the option to exchange data.

  1. In Options management, under Finance integrations, turn the Active switch to On for Sage Intacct.
  2. Select Configuration page to continue.
If you turn off the Active switch and there is a French or German company on the tenant, you receive a warning that this also deactivates AP/AR postings to the general ledger for that company.

 

Configure the integration

Open: Sage Distribution and Manufacturing Operations > Administration > Integrations > Sage Intacct > Configuration

In this step you add the API alias user details to the Configuration page.

  1. Select Create. A new setup is active by default.
  2. On the General tab, enter an ID for this integration. Other fields populate with default values like the Endpoint URL, Sender ID and Policy ID fields. You do not need to change these values. The Company ID is the code you enter when you log in to Sage Intacct.
  3. On the Defaults tab, if needed, select a legislation and the chart of accounts. These values are used when sharing data for master accounts.
  4. Also on the Defaults tab, you can select the Transaction integration level: Top level, default value or Entity level for multi-entity general accounting structures.
  5. On the Custom package tab, select Custom package file to download and save it. The package includes outbound objects listed in the Smart Events to generate grid.
    You need to upload this file to Sage Intacct.

Add the custom package to Sage Intacct

  1. In Sage Intacct, go to Platform service > Custom packages > Import Customisation Package.
  2. Browse to and select the Custom package file you downloaded from Sage Distribution and Manufacturing Operations.
  3. Import the file.

Master data

When your integration is set up, you can begin sharing data between Sage Distribution and Manufacturing Operations and Sage Intacct. The sections below explain where each data type originates.

If you have a multi-entity general accounting (MEGA) structure, all master data is synchronised at the top level. Finance transactions can be integrated at the top or entity level. See below for details.
See the Mapping page for information on how to synchronise data.

General information

The data types listed below originate in Sage Distribution and Manufacturing Operations. After you create them, they are sent to Sage Intacct.

Sage Distribution and Manufacturing Operations   Sage Intacct
Items Non-stock items
Customer Customers
Suppliers Vendors

When you create an item and integrate with Sage Intacct, you cannot modify the item ID.

Business entities

When setting up your entity or entities, you need to manually create a company and a financial site with the same Entity ID from Sage Intacct because there isn't a 1-to-1 correlation.

The company and financial site ID need to have the same Entity ID from Sage Intacct.
Sage Distribution and Manufacturing Operations   Sage Intacct
Company Entity
Financial site

Financial data

You can manage and create accounting data in Sage Intacct and synchronise with Sage Distribution and Manufacturing Operations.

Sage Distribution and Manufacturing Operations   Sage Intacct
Payment terms AP Terms
Payment terms AR Terms
Journals Journals
Accounts General accounts
Tax detail Tax detail

GL account mapping

If you do not have the Project module in Sage Intacct, you need to modify the GL account Sage Intacct object.

In the Fields grid, delete isRequiredProject from the Sage DMO property column.

If not, you receive a synchronisation error.

Multi-entity general accounting structures

If you have a multi-entity general accounting (MEGA) structure set up in Sage Intacct, you can decide how transactions are synchronised. This applies to AP and AR invoices and AR prepayments, if active at the company level.

When you generate a sales invoice or credit note, Sage Intacct is queried to read the AR invoice generated when the sales invoice or credit note was posted to get the prepaid amount.

On the Configuration page on the Defaults tab, you can select Top level or Entity level. Top level is the default setting.

If you change this setting after your initial integration, the change only applies to future transaction posts. Unposted transactions are not included and could create errors.

It is recommended to post all transactions before changing this setting after the initial integration.

Attributes and dimensions

Attributes and dimensions manage and integrate accounting dimensions at the document line level for sales, purchasing and stock. Whether or not dimensions are present depends on how you set up analytical tracking for each account. Attributes are always present if active.

These are managed in Sage Intacct and sent to Sage Distribution and Manufacturing Operations.

Sage Distribution and Manufacturing Operations   Sage Intacct
Attributes (for projects) Attributes
Dimension Dimensions

Attributes

You do not need to define attributes, but you can deactivate attributes on the Attribute type page.

The following attributes are managed:

  • Business Site
  • Customer
  • Employee
  • Financial Site
  • Item
  • Manufacturing Site
  • Project
  • Stock Site
  • Supplier

Dimensions and dimension types

You can define up to 20 dimensions. If you add more than 20, those dimensions have no predefined integration for journals or associated documents.

As the table above illustrates, you create dimension types in Sage Distribution and Manufacturing Operations and send to Sage Intacct. Inbound dimensions are linked to dimension types.

How financial data is shared with Sage Intacct

The integration between the 2 solutions involves the general ledger, accounts receivable and accounts payable. Accounting entries can include different movement types, such as a sale or a purchase, and usually includes a stock movement that is accounted for in the journal with a sales or purchase accounting entry.

Sage Distribution and Manufacturing Operations Sage Intacct
Stock journal Journals Journal entries
Purchase receipt
Sales shipment (stock issue) and/or revenue recognition
Sales invoice, revenue recognition on close
Purchase invoice on goods received not invoiced and/or stock adjustments
Purchase invoice and credit note AP bill AP bill
Sales invoice and credit note AR invoice AR invoice

Tax settings

Although some settings are delivered by Sage, it's a good idea to review each page and the related settings to be sure they meet your specific business needs. These setting can vary by legislation.

Tax management on accounts

Charts of account are delivered for each legislation. For French and German integrations with Sage Intacct, tax management is Other by default on the Accounts page.

If your legislation is not delivered, see How to set up a custom tax solution.