Sage Intacct Sync - User Guide

This guide will help determine the correct way to set up the sync between your Sage Intacct and Cashflow360 accounts, and provides important details to know before syncing.

Table of Contents

• Introduction
  • Sage Intacct Sync and Known Limitations
• Determine which integration configuration to use
  • Decision Tree
• How to set up the account
• Best Practices Overview

Introduction

This section covers a high-level overview of the following:

• List of objects that sync from Cashflow360 to Sage Intacct, and vice versa
• Known limitations

Sage Intacct Sync and Known Limitations

Determine which integration configuration to use

Decision tree

How to set up the account

Recommended configurations for the best sync experience

Note:

Multi-Entity account syncs must follow Sage Intacct's existing Top/Entity logic. For example, if you are syncing at the Top Level and create a Vendor, the Vendor will be managed at the Top Level, and cannot be edited at the Entity Level.

Single-Entity account have no permission-level issues.

Below is a table with all the configurations we support. They vary based on the complexity of the configuration.

For Configurations A, B, C or D, refer to the Standard Sync Setup guide For Configurations E or F, refer to the Multi-Entity Sync Setup guide]

[1] The sync will be limited to syncing transactions one way, from Cashflow360 to Sage Intacct. Syncing transactions from Sage Intacct to Cashflow360 isn't supported in this configuration.

• For the ideal integration for Configurations E and F, Lists and Transactions should be set up and managed at the entity level. If they are set up at the Top level, use Configurations C or D to sync at the Top level (in this case, updates made in Cashflow360 will not sync, and will create sync error notifications).
• Configurations C, D, E, and F assume that the multi-entity account is shared.
• For Multi-Entity (Distributed), use Configuration A or B.
• Configuration C or D (sync to Top level) must be used if:
  • Objects are owned at the Top
  • Reconciliation takes place at the Top
  • Account uses Automatic Inter-Company Transfers
  • Account will use Inter-entity transactions
• Edits are based on permissions in Sage Intacct.
• If set up in Entity, then ID, Name, and Contact should be unique

Best Practices Overview

• Close date
  • 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 Cashflow360, possibly preventing transactions from another entity from syncing, even if the period is not closed for that particular entity.
• Chart of Accounts
  • To make a Chart of Account type Bank or Credit Card in Cashflow360, create a bank account or charge account in Sage Intacct, and associate it to the corresponding Chart of Account.
• Vendor 1099
  • Cashflow360 tracks whether vendors are 1099 or not. Cashflow360 doesn't contain information about the 1099 box or type. Therefore, 1099 vendors created in Cashflow360 are synced to Sage Intacct as form1099type=MISC and form1099box=7. If this default value is not what you need for your 1099 vendors, you should always create your 1099 vendors in Sage Intacct so you can select the correct form type / box.
• 1099 Line Items
  • Cashflow360 doesn't support selecting the form1099 per bill line item. Instead, you need to set the field 1099 Category on the chart of account(s) used on bills line item to any value other than "None" so they will sync as form1099=true to Sage Intacct.
• Bills
  • Only unpaid bills sync from Sage Intacct into Cashflow360, so you should always initiate payments in Cashflow360. You can pay via Cashflow360 (check or ACH), select to print check in Sage Intacct, or record payment made outside of Cashflow360. The sync will send the related payment or check to be printed in Sage Intacct.
  • We can't update paid bills in Sage Intacct. If you plan to re-classify bills in Cashflow360 after they are paid, you need to enable Re-classify transactions in your Sage Intacct configuration to avoid sync errors.
  • Any POs in Sage Intacct will sync to Cashflow360 once they are converted to unpaid bills. Once they sync, they are ready to be approved and paid.
  • In order for bills to sync seamlessly into Sage Intacct, you’ll need to disable approval in Sage Intacct. This option is found under Accounts Payable > Configure Accounts Payable > Payment Approval Settings section. You’ll need to uncheck the “Disable Approval” option. If you choose to have this option unchecked, you’ll need to approve all bills for payments to be recorded.
• Vendor Credits
  • Only unpaid vendor credits sync from Sage Intacct, so you should apply vendor credits in Cashflow360. When you make a payment with the vendor credit, we will sync it to Sage Intacct where it gets automatically applied, based on the oldest available vendor credit. If you didn’t use the oldest available vendor credit when applying in Cashflow360, you will need to manually update, in Sage Intacct, which vendor credit was applied.
  • Vendor Credits can sync to Cashflow360 but the application of the vendor credit is not supported. You will need to apply the vendor credit manually in Cashflow360.
  • Sage Intacct adjustments don't sync. Negative bills do sync as vendor credits to BDC.
• Credit Memos
  • Currently, Credit Memos don't sync to/from Sage Intacct. They need to be manually applied in both Cashflow360 and Sage Intacct.
• Bills/Invoices using Items
  • Always code the bill/invoice with an Account. The integration doesn’t sync the Account associated to the Item.