Sage Intacct sync - Standard setup guide

This document provides step-by-step instructions on how to set up the sync with 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 Top level.

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

Table of Contents

Pre-Implementation

To perform the sync setup, the following is required:

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

Things to Note

Single-Entity and Multi-Entity - (Top)

  • With a Single-Entity or Multi-Entity - (Top) account, Bill.com will sync to the 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 Top

  • In this scenario, Bill.com will be syncing to the 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 Top 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 Top 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 Top Level, transactions (Bills and Invoices) must have a 1-way sync between Bill.com and Sage Intacct. Be sure to select Enable 1-Way transactions sync when you connect your sync.
  • When syncing to the Top Level, list objects must be created at the Top, rather than the Entity, so that they will sync to Bill.com.
  • Best practice is to manually enter the Books Closed date in Bill.com, instead of syncing this date from Sage Intacct, when syncing at the Top level. Only the most recent close date from any entity will sync to Bill.com, possibly preventing transactions from another entity from syncing, even if the period is not closed for that particular entity.

Implementation

Create a Web Services Sync User in Sage Intacct

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

  1. Select the Applications drop down > Company > Select next to Web Services Users
    1 - Add user
    • 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 Save

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

Assign permissions to sync user

Subscription based

  1. Select the Applications drop down > Company > Web Services Users > XML Bill.com user > Subscriptions and enable Permissions for all Modules
    2 - permissions
  2. Select 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 well
      3 - Permissions ALL detail

Role based

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

  1. Select Applications > Company > Select next to Roles
    4 - new role
  2. Select 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 well
      5 - Permissions All detail
  3. Select 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. Select Edit next to the Sync user that was just created
    3. Select Roles information
    4. Select the Billcom Role that was just created
      6 - assign role
  5. Select Save

Add Bill.com to Web Services authorization

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

  1. Select the Applications drop down > Company > Setup tab > Company
  2. Select the Security tab
  3. Select Edit
  4. In the Web Services authorizations section, select Add
  5. In the Sender ID field, enter bill.com in all lower case letters
  6. Select Save

7 - web sender

Create a Bill.com Clearing Account

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

  1. Select the Applications drop down > Cash Management > Setup Tab > Select next to Checking
    8 - add checking account
    9 - add bank details
  2. Enter the Account Id and Bank name
    • Account Id: Bill.com Clearing
    • Bank name: Bill.com Money Out Clearing
  3. A GL account will need to be created for this bank account. See the next section.
  4. Enter the Entity ID that corresponds to this bank account, and create a separate Clearing Account for each entity. For multiple entities, the best practice is to include the Entity ID with the {{%productname%} 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, under Accounting information > GL account, Select Add from the drop-down menu.
    10 - add bank GL
    11 - add bank GL details
  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. Select 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 the ability to do the following:

  • In Sage Intacct, view bill or invoice images entered in Bill.com by selecting View Details in Bill.com
    12 - view in Bill.com
  • 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, select Company > Subscriptions
  2. At Web Services, select Subscribe

Steps to Install

  1. Download the Customization Package to your desktop
    • This will be a one time use file
  2. In Sage Intacct, go to Customization Services/Platform Services > Customization Packages > Add
  3. Select the saved file from your desktop
  4. Select Import

Additional Settings

  • Turn off Account Labels in the Sage Intacct Accounts Payable and Cash Management modules.

    1. Select the Applications drop down > Company > Admin tab > Subscriptions
    2. In the Accounts Payable module, select Configure
    3. Under Enable functionality, ensure Enable Account labels is not selected
    4. Select Save. You will be directed back to the Subscriptions page.
    5. In the Cash Management module, select Configure
    6. Under Accounting, ensure Account labels is not selected
    7. Select 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 Sage Intacct:

    1. Select the Applications drop down > Company > Admin tab > Subscriptions
    2. In the Accounts Payable module, select Configure
    3. 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, select Settings
    2. Under Accounting, select Preferences
    3. For Vendor Sequence Id, select Use auto-numbering from the drop-down menu
    4. Select Save
  • The following steps are several changes required in Sage Intacct to correctly configure Accounts Payable.

    1. In Sage Intacct, select the Applications drop down > Company > Admin tab > Subscriptions > Configure on the Accounts Payable row
    2. Under Enable functionality
      • Ensure Enable reclassification for bills and adjustments is checked
      • Ensure 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
          13 - enable functionality
    3. Under 1099's
      • Select Enable 1099 flag override
        14 - 1099 setting
    4. Under Payment approval settings
      • Ensure Enable AP Payments approval is unchecked
        15 - payment approval setting
  • Configure Summary Frequency, in order to ensure 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:
      17 - AP frequency summary
    • Accounts Receivable:
      18 - AR frequency summary

Before the First Sync

Before running the first sync, set Accounting Preferences settings in your Bill.com account.

Accounting Preferences

  1. Select Settings
  2. Under Accounting, select Preferences
  3. Select the edit icon
    • Enable any applicable settings :
      • Show Account Numbers
      • Use Departments
      • Use Locations
      • Use Dimensions in Payables
      • Projects
      • Vendors
        • While enabling this dimension does not affect Bill.com functionality directly, it allows the vendor to sync to the top level as well as the line item level in Sage Intacct, allowing for greater reporting capabilities
      • 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.
      Accounting preferences

When syncing with Sage Intacct at the top level (configuration C or D), best practice is to manually set the Books Closed Date, as only the most recent close date from any entity will sync to Bill.com, possibly preventing transactions from another entity from syncing, even if the period is not closed for that particular entity.

  1. Select settings
  2. Select Preferences under Accounting
  3. Select the Edit icon
  4. Select the Books Closed Date
  5. Select Save

The Books Closed date can always be updated/edited but must be the day of setting/editing or earlier. It can not be a future date.

Connect the sync

Enter Sage Intacct Credentials in Bill.com

  1. Select Settings
  2. Under Sync, select Setup
  3. Select Connect
  4. Select Continue in the popup window
  5. 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
  6. Select Enable 1-way transactions sync (optional) if you want bills, invoices, and payments to only sync from Bill.com to Sage Intacct, and not from Sage Intacct to Bill.com.
    • IMPORTANT NOTE: 1-way sync setting is permanent and cannot be reversed.
  7. Select Save. This will initiate the sync.
    Intacct Login info

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 - Appears as US Dollar, and does not calculate currency conversion
    • Base Currency - US Dollars only
    • Sync Closed Books - Best practice is to uncheck/disable this setting when syncing at the Top level, as only the most recent close date from any entity will sync to Bill.com, possibly preventing transactions from another entity from syncing, even if the period is not closed for that particular entity
    • 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. Select Save
  3. Sync again. If there are any sync errors, or if you have any questions, please contact Customer Support.

Things to Note

AR Functionality

If using 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. Select Add
  4. Give the AR Term the same name as the Payment Term in Bill.com
  5. Select Save
  6. Sync again.

After the sync is complete, invoices will be able to sync over to 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. Select Settings
  2. Under Accounting, select Payment Terms
  3. Select New
  4. Give the Payment Term the same name as the AR Term in Sage Intacct
  5. Select Save
  6. Sync again

Purchase Orders and Order Entry

  • The original Purchase Order will not be viewable 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.