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Elite | Sage Intacct Accounting Integration
This article covers how to configure Sage Intacct accounting software in your Point of Rental software. The integration setup can be broken down into three steps: setting up the General Ledger numbers in Point of Rental, the Intacct Configuration setup, and going into the Intacct software to set up.
The integration allows for transactions to be sent immediately (based on the Accounting Method), the end-of-day batch (e.g., Cost of Goods Sold), and Purchase Orders to be pushed over as Vendor Invoices.
Topics in this article include
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Intacct Setup
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Monitoring General Ledger Queue
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Security Settings
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Purchase Order & AR Configuration Setup
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Purchase Order Tax Intacct Integration
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Video Resources
Intacct Setup
Setting up the General Ledger Numbers in Point of Rental
The first step is to verify the account number in Point of Rental.
1. Go to Configuration Gear > App Configurations > Account Numbers. From here, you can verify your account numbers. You will have to confirm this at all locations. See our article about Account Numbers for more information.
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2. Next, confirm your Export Format, this should be set to API – Intacct from the drop-down options.
3. Click on Settings. This will display a new window to confirm the Export Mode that you would like to use.
● Batch mode
o Traditional daily GL postings
● Real-Time GL mode
o Real-time income, payment, and bank deposit postings
▪ + Batch end-of-day entries
▪ Entries made in real-time mode are omitted from the end-of-day batch entries
▪ Income is posted when transactions close.
▪ Payments are posted to the cash drawer and suspense or income accordingly.
▪ Bank deposits post to the bank and the cash drawer
● Transaction mode
o Invoice detail so AR can be done from Intacct
▪ + Batch end of day entries
▪ Entries made in transaction mode are omitted from the end of day batch entries
▪ Creates/updates customer record in Intacct when necessary
▪ Invoices are created in Intacct
● Transactions with monies owed (account or cash) create a full invoice that can be sent to the customer from within Intacct
● Fully paid Account contracts create a fully paid invoice against the customer for visibility within Intacct
● Fully paid Cash contracts can be created against a single default customer record or the actual customer
▪ No inventory linking within the invoice record in Intacct
▪ Income is posted by way of the invoice
▪ Closed transactions cannot be modified within Point of Rental
▪ Closed transactions that are modified will create credit adjustments in a new transaction that gets passed to Intacct for A/R purposes
▪ Closed transactions cannot be paid directly in Point of Rental (must be paid through Intacct)
4. After you decide on the Export Mode, fill out the Company ID, Sender ID, and User ID.
Company ID - This is given when you create your Intacct account.
Sender ID - Must say pointofrental.
User ID - Specific to your account.
5. Press OK to save.
Accounts Payable
- Closed purchase orders will create a payable within Intacct.
- Creates/updates vendor record in Intacct when necessary.
- No inventory linking
- Purchase order line items will require GL Accounts to be assigned. These can be set up from the Purchase Order Dashboard from Options > GL Accounts.
- Modifications to a payable in Intacct do not sync back to Point of Rental.
- Void the payable in Intacct and unpost the PO in Point of Rental, make adjustment and let the PO repost to Intacct.
- When a PO is verified the PO will automatically go to the Export - Pending Queue. It will be sent over to your accounting software when the POR Accounting Sync Service is run.
Intacct Configuration Setup
The next step is setting up what Intacct describes as Dimension. This is connecting Intacct and POR together, but you must set up the data in Intacct first.
To get there, go to Configuration Gear > Intacct Configuration.
This is the main screen where you will map the Intacct Dimensions to the POR data.
On this tab, you will need to check the box for which dimensions will be enabled. The column titled "Enable for PO" will activate those dimensions for Purchase Orders in POR. The column titled "Enable for GL" will activate those dimensions for General Ledger entries on contracts.
On the Dimension Data tab, you will need to select what items you want to enter (departments, classes or items, etc…) from the drop-down list in the upper right corner. Once you choose what you want to enter, you take the exact info you have from Intacct for that dimension and enter it on this screen.
Accounting Link - ID in Intacct (the department ID D150 for example). The max character limit for this field is 20.
Title - The name of what you are entering (D150 is for Service Department, so you enter Service Department in this field). The max character limit for this field is 100.
Description - is not required and irrelevant on some dimensions.
You will need to enter every item for each dimension of the respective choices from the drop down that you will want POR and Intacct to pass data back and forth with no issues. Make sure you hit SAVE before changing dimensions. If you do not, your data will not be saved in the system.
On the classes tab, you will map the data that currently exists in POR to the Intacct class you entered on the Dimension Data tab. POR data is broken into three hierarchical tabs (Divisions > Departments > Categories), and you can map the Intacct class to which ever level you want. In order for data to flow to Intacct, something needs to be selected from the drop down list. If nothing is selected, the Purchase Order or Journal Entry will still flow to Intacct, just without the dimensional data.
1. a. If you map the Intacct class at the Category level, it will apply to all items in that Category.
1. b. If you map the Intacct class at the Department level, it will apply to all items in that Department. There may be several Categories in that Department, so it will apply to all the items in each of those Categories as well.
1. c. If you map the Intacct class at the Division level, it will apply to all items in that Division. There may be several Departments in that Division, and several Categories in each of those Departments, so it will apply to all items that live in that hierarchy.
1. b. If you map the Intacct class at the Department level, it will apply to all items in that Department. There may be several Categories in that Department, so it will apply to all the items in each of those Categories as well.
1. c. If you map the Intacct class at the Division level, it will apply to all items in that Division. There may be several Departments in that Division, and several Categories in each of those Departments, so it will apply to all items that live in that hierarchy.
On the Departments tab, you will map the data that currently exists in POR to the Intacct department you entered on the Dimension Data tab. POR data is broken into 3 hierarchical tabs (Divisions > Departments > Categories), and you can map the Intacct class to whichever level you want. In order for data to flow to Intacct, something needs to be selected from the drop down list. If nothing is selected, the Purchase Order or Journal Entry will still flow to Intacct, just without the dimensional data.
2. a. If you map the Intacct department at the Department level, it will apply to all items in that Department.
2. b. If you map the Intacct class at the Department level, it will apply to all items in that Department. There may be several Categories in that Department, so it will apply to all the items in each of those Categories as well.
2. c. If you map the Intacct class at the Division level, it will apply to all items in that Division. There may be several Departments in that Division, and several Categories in each of those Departments, so it will apply to all items that live in that hierarchy.
Entering and Assigning a Class/Category in Intacct
After all the appropriate boxes have been checked on the Dimension Setup tab, go to the Dimension Data tab.
Step 1
This is where you will enter all your data. Choose what you are entering from the top right drop down. Then simply click in the Accounting Link (1) field and enter the Intacct ID (C015 for this example) into the Accounting Link (1) box. Next, (and this is very important) enter the category name as it will appear in Intacct into the Title (1) box. Repeat that process for every single category you have. There is no import feature yet so you have to enter everything one by one. Make sure you hit save before you leave a screen or everything you just put in will be lost. See example below Step 2.
Step 2
Now click on the Classes tab and then the Item Category tab. Select the category in the column Division, Department and finally Item categories for POR in the column titled Category Name (PR). Next you will go to the column (on the same line) titled Intacct Class (I) and select the appropriate name/category from the list that appears when you click the down arrow. It is very important that the info you enter on the Dimension Data tab matches Intacct exactly. Remember to save constantly because if you leave a screen without saving, there is no warning. It is just gone. See example below:
Continue this process until all of the dimensions being used have been mapped somewhere.
Monitoring General Ledger Queue
1. To monitor the General Ledger Queue, navigate to the Left Menu > Accounting > Reprint General Ledger Entries.
2. Once this is open, click the View button under the GL Queue.
This will open the Accounting Export Queue. From here, the user can see GL entries, and the status of the export (Pending, Complete, Error, etc). An entry might error out if the GL Accounts do not match, for example.
Transaction - Similar to Real-Time G/L, but all A/R functionality is handled in Intacct. This requires closed accrual accounting.
● Completed contracts export to Intacct and if still owing, become part of receivables.
● Credits, credit memos, disbursements, cash payments, customer deposits, and modifications of completed cash contracts all export to Intacct.
● Completed account contracts cannot be modified.
● Payments from Intacct are imported and allocated to the correct contracts. Payments and credits cannot be applied in Point of Rental.
● Bank deposits and credit card deposits are exported to Intacct.
● Depreciation and inventory changes are exported to Intacct.
● Statements and finance charges will be done in Intacct and are disabled in Point of Rental.
● Intacct Transaction mode will still allow a web payment, but it just gets processed as a Credit Memo and then transferred to Intacct where it can be applied.
Security Settings
The security settings for Intacct are held in system security at the company, group, and employee levels. They are only visible if the export method in Account Numbers is set to Intacct.
Purchase Order & AR Configuration Setup
For information on how to set up Purchase Orders and AR within Intacct, go to our article Elite | Sage Intacct Purchase Order & AR Configuration Setup.
Purchase Order Tax Intacct Integration
You now have the ability to calculate tax on a purchase order. The same tax jurisdiction can be applied across the entire purchase order, or each line item can be given a unique jurisdiction. This feature has to be enabled on the accounting tab of Parameters.
Allow PO Line Item Tax - Turn on ability to assign tax jurisdictions to purchase orders/purchase order line items and map to Intacct.
Split PO Line Item Tax - Turns on the passing of the jurisdiction breakout in the tax jurisdiction to Intacct.
Use AP Intacct Bill - With this enabled, purchase orders are passed to Intacct as AP Bills instead of Purchasing Transactions.
When enabled, a new field will appear on the Tax Jurisdiction screen labeled "Linked AP Tax ID." This must match the corresponding tax IDs entered into Intacct. The tax percent to be charged will be entered in the Tier 1 column in the ‘Sales Tax’ field. This percentage will apply to any item on a purchase order, whether rental or sale. The other fields/tiers are not applicable. Tax jurisdictions on purchase orders should not be used on contracts and vice versa. Tax jurisdictions are created from Configurations>Accounting Configurations>Tax Tables.
If desired, the tax can also be allocated by jurisdiction. Each jurisdiction can be mapped to its own AP Tax ID.
After these have been set up, the user is ready to write a new purchase order. The purchase order will initially either use the vendor's default tax jurisdiction or the store's default tax jurisdiction if the vendor does not have a specific default jurisdiction.
This will flip all items on the purchase order to the new jurisdiction if the user answers the below question in the affirmative. If the user says ‘no’, the existing items on the contract will stay with the original jurisdiction. Only new items added to the purchase order will use the new jurisdiction.
Tax jurisdiction can also be assigned on a per-line basis by double-clicking on the tax jurisdiction name in the line. This will bring up a selection screen of all of the tax jurisdictions in the system, and the user can select the appropriate one.
Due to rounding differences (usually a penny one way or the other), the user may sometimes need to override the tax. This cannot be done in the totals section, but is done on the line itself. Simply double-click on the tax amount and enter the new amount so that the purchase order matches the invoice sent from the vendor.
Once the purchase order is closed and verified, it will be posted to Intacct. The tax of each item will appear as an individual line item on the purchase order in Intacct with the proper tax ID label. Reporting can then be run against the tax IDs.