Limiting errors when syncing with Sage Intacct

Paying Bills

• To pay bills, always use Cashflow360 instead of Sage Intacct
• Even if printing checks in Sage Intacct, use Cashflow360's payment option Print check
• Use Cashflow360 to record bills that have already been paid outside of Cashflow360

When syncing, corresponding payments will be created in Sage Intacct

Deleting Bills

To delete any bills or vendor credits, deactivate them in Cashflow360. The sync will delete the corresponding transaction in Sage Intacct.

Canceling Payments

To remove a scheduled payment, cancel the payment in Cashflow360. The sync will delete the corresponding transaction in Sage Intacct.

Voiding Payments

To remove a payment that has already been paid, void the payment in Cashflow360. The sync will create a journal entry with the same date of the payment within the GL bank to reverse the previous payment.

Approving Bills and Scheduling Payments

To approve bills and schedule payments using Cashflow360, disable Sage Intacct's payment approval (since Sage Intacct's payment approval would be required after the payments are synced from Cashflow360).

In Sage Intacct:

1. Select Accounts Payable
2. Select Configure Accounts Payable
3. Uncheck Enable AP payments approval if applicable
4. Select Save

When approving bills and choosing to print checks in Sage Intacct. The sync will create the payment in Sage Intacct as a payment request, and it'll be available to be approved (if approval is enabled). The payment request will appear on the Print Checks page in Sage Intacct.

Important . . . Do not merge any Chart of Account(s) used for offline payments. Merging will impact Offline Payments to be printed as Checks in Sage Intacct.

Managing Vendor IDs

If manually managing Vendor IDs, new Vendor IDs in Sage Intacct must be different than Vendor IDs that already exist. Do not duplicate vendor IDs.

Because the Vendor ID is a key field used for matching vendor records, if a duplicate Vendor ID is used for new Vendor a new vendor record won't be created in Cashflow360. Instead, the new vendor record in Sage Intacct will overwrite the existing Vendor ID in Cashflow360.

Running 1099 Report

To run 1099 reports: before syncing, set up 1099 vendors and accounts in Cashflow360. For all 1099 vendors, the bill line items associated with an account set as 1099 will be synced to Sage Intacct as 1099 items (the form 1099 is set to true in Sage Intacct for the line item). After sync, run 1099 reports in Sage Intacct for your 1099 vendors.

Updating Sync Preferences

Ensure Sync Preferences are up to date in Cashflow360. If an account that's selected in Sync Preferences is deleted, the sync preference must be updated or transactions won't sync over to Sage Intacct.

Maintaining List Objects

Recommended best practice is to maintain list objects (vendors, chart of accounts, departments, customers) in either Cashflow360 or Sage Intacct. If creating and/or editing on both side, there's a possibility of duplication.

Syncing for the first time

When setting up the sync for the first time and entering the "XML_Bill.com" user credentials in Cashflow360, if an invalid/password error message appears, check the following information:

• Reenter the "XML_Bill.com" login credentials in Cashflow360
• Attempt to log into Sage Intacct with the same login credentials. If able to log into Sage Intacct, then the issue may be due to having an extra space at the end of the company ID for Sage Intacct. For example, if your company id is "Company1", in Sage Intacct it was originally entered as "Company1 ". Contact Sage Intacct support in order to have the extra space removed out of the Company ID.
• Once the extra space has been removed, come back into Cashflow360 and update the login credentials