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In this article, we will show you some areas where you can configure in Intacct. This article goes over how to set up items inside Sage Intacct. For information on how to set items up in Point of Rental please see our article on Sage Intacct Accounting Integration.
Topics in this article include
- Purchase Order Setup
- Setting Up Items
- Define the GL Groups in the Posting Configuration
- Setting Up Purchase Order Tax, Shipping, and Miscellaneous Items
- Setting Up Subtotals
- Setting Up Units
- AR Invoice Setup
Purchase Order Setup
Enable Subtotals on the Purchase Order
With the integration, you have the option to have shipping and/or miscellaneous expenses appear in the subtotal lines of the PO instead of line items. If you want to enable that, make sure you have it set up correctly in POR, then follow the steps below to get it set up in Intacct.
1. In Intacct, go to Purchasing > Setup > Transaction Definitions.
2. Select Edit on Vendor Invoice.
3. In the Accounting section, check the box Enable Subtotals.
4. Add a line to the table for Shipping and Misc. Spelling is important here. Use those exact keywords in the description field.
Enable Vendor Auto-Numbering
This is required if you have enabled the Vendor Dimension.
1. In Intacct, go to Accounts Payable > Setup > Configuration > Document Sequencing > Vendors > Purchase Order
Vendors are matched between POR and Intacct by Vendor Name.
Setting up Terms
Terms must be set up in Intacct.
1. To get there, go to Accounts Payable > Setup > Terms
2. The terms will have to match the Vendor Record that is inside of Point of Rental.
3. To verify what is inside of Point of Rental, please see our article on Vendor File.
Setting Up Items
You will need to add GL Groups in Intacct so that each item can reference an account number. This can be done at the Top Level or Entity Level.
1. To add GL Groups go to Purchasing > Setup > GL Groups > Add
2. Enter the name of your GL Group and select an account from the dropdown.
3. After creating any GL Groups you need, you can add items.
4. Enter the following required fields and anything else you’d like. The Item ID and Name should match what is in your Point of Rental Purchase Order GL Accounts.
- To view your Purchase Order GL Accounts in Point of Rental, go to the Purchase Orders module > Options > GL Accounts.
- Item ID will be the Account Number in the “Account #” column. Item Name will be the title in the “Description” column.
Define the GL Groups in the Posting Configuration
1. Go to Purchasing > Setup Tab > Transaction Definitions > Edit the definition > Posting Configuration tab. This is where you define GL Groups and which accounts they post to.
2. Add any GL accounts used for purchase orders here.
Now that some of the basic configurations for this accounts payable are complete, we need to set this up in Point of Rental.
3. From Point of Rental, go to the Configuration Gear and click on Intacct Configuration, found under the Accounting Configuration area.
4. Go to the Dimension Data tab and select Accounting Item from the drop-down in the upper right corner.
5. Enter the Accounting Link and Title for each Item you added to Intacct. The accounting link should be what you entered for the Intacct Item ID. The title should be what you entered for the Intacct Name.
6. Select Save when finished.
7. Go to the AP Accounts tab and map anything you are using in the left column to the corresponding selection in the right column. The left column is driven by what is in the Point of Rental Purchase Order GL accounts. The right column is driven by what is entered in the Dimension Data tab for accounting items.
8. Select Save when finished.
Setting Up Purchase Order Tax, Shipping, and Miscellaneous Items
1. In addition to the Items listed in your POR Purchase Order GL accounts, you will need to add a GL account and item for Tax, Shipping, and Miscellaneous if you plan to use them.
2. Add GL Groups in Intacct so that each item can reference an account number. This can be done at the Top Level or Entity Level.
3. To add GL Groups go to Purchasing > Setup > GL Groups > Add
4. Enter the name of your GL Group and select an account from the dropdown.
5. After creating any GL Groups you need, you can add items.
6. Proceed to add a new item to Intacct for each Tax, Shipping, and Miscellaneous grouping like so:
7. In Point of Rental, from your account number screen, look at the purchase orders section to see the information you will need to add for these.
Setting Up Subtotals
If you have chosen in POR to have Shipping and/or Miscellaneous appear on the subtotal lines of the purchase order, proceed with the steps below to configure that in Intacct as well.
1. To get started, go to Purchasing > Setup > Subtotal Templates > Add
2. Create one for Shipping and/or Miscellaneous like the picture below:
1. To get started, go to Purchasing > Setup > Units of Measure > Add
2. Add a new unit called “CountUnit” that looks exactly like below.
3. Enable custom units of measure in Purchasing Configurations.
1. Enable Customer Auto-Numbering.
a. This is required if you have enabled the Customer Dimension.
b. In Intacct, go to Accounts Receivable > Setup > Configuration > Document Sequencing > Customers > Customer
Customers are matched between POR and Intacct by Customer ID.