Pre-implementation Settings in Sage Intacct

Chargebee integrates with Intacct to sync invoices and reduces manual efforts involved in managing your business financials.

The information below provides step-by-step instructions on how you can integrate your Chargebee site with Intacct. You can set up a Single-Entity or Multi-Entity Sage Intacct account integration with Chargebee.

Pre-Implementation

Before connecting your Intacct account in Chargebee, make sure that you complete the following action in your Intacct account.

Create a New Role

As a first step, you need to create a new role for Chargebee API user with specific permissions to Intacct modules based on what is required for the integration. You can follow these steps to create a new role in Intacct:

1. Click Company > Roles > Add.
2. Enter the Role details and click Save.
   
3. In the Role Subscriptions page, do the following:
   • Click Permissions for Order Entry Application/Module.
   • Select Read-only from the top right and select Add/Edit for the following Activities/Lists:
     • Order Entry Transactions Definitions (Add and Edit) Note:
     • If Tax Solutions module is available then configure the Tax permission as follows:
       • Permission Setup for Tax Solutions - enable List and View.
       • Select Company >Roles.
       • Select Permissions.
         
     • Customers (Add and Edit)
     • Items (Add and Edit)
     • Payments (Add)
     • Payment Account Information (View)
     • Payment Exchange Rate Information (View)
   • Click Save.
   • Click Save and the new role gets created successfully with the required permissions.

Add a New API User

You can now create a new API user for the purpose of this integration and assign the new role to this user. To create a new user in Intacct, do the following:

1. Click Company > Admin > Web Service users > Add.
2. Enter the user details, email address and the user name.
3. Under User type, select Business.
   
4. Under Admin privileges, select Full permission.
5. Navigate to the Role information tab and select the new Role that was created in the previous step.
6. Click Save.

Create a GL Account

Create a General Ledger Account in Intacct by following these steps:

1. Click General Ledger > General Ledger Accounts > Add.
   
2. Enter the following details:
   • Primary/Sub Account number: Specify the GL account number.
   • Title: Enter a title for the account.
   • Account Type: Select account type to be Balance Sheet Account.
   • Normal Balance: Select Debit.
   • Period End Closing Type: Select Non-Closing Account.
3. Click Save.

Create a Checking Account

Create a checking account in Intacct by following these steps:

1. Click Applications > Cash Management > Checking > Add.
2. Enter the Account Id, Account number, and Bank name.
3. Select the GL account for this checking account and click Save.

Add Transaction Definitions

You can follow these steps to add transaction definitions for Sales Invoice and Sales Credit Memo in Intacct:

1. Click Order Entry > Setup > Transaction Definitions > Add.
2. In the transaction definition order entry page, enter the following details to create Transaction definitions for Sales Invoice and Sales Credit Memo.
   • Transaction subtotals are not required when Tax solution is enabled.
   • Posting configuration details are required in both cases when the tax solutions are enabled and disabled.Create Transaction definition and posting configuration between item GL and GL Account.
     • To create sales credit memo and sale invoice for the transaction definition.

   Note If a Transaction Definition's positing configuration has a warehouse and Customer GL group then it is not supported as part of the integration.

   

Effective Permissions

Table for Single entity and Multibase currency-enabled sites.

Subscription	Activity/List/Report	Permissions	Comments
Company	Entities	List | View	To obtain the entities and display in the dropdown.
General Ledger	Accounts	List | View	To fetch the GL (General ledger) accounts.
General Ledger	Revenue Recognition Schedule	List | Edit	Revenue Recognition schedule is required if the customer cancelled or paused the subscription.
Order Entry	Order Entry Transaction Definitions	List | View	To fetch transactions definitions for invoice and CN line items.
Order Entry	Items	List | View | Add	To sync plans/addons and other invoice line items from Chargebee to Intacct.
Order Entry	Item GL Groups	List | View	Map and validate the item GL group configured for invoice line items.
Order Entry	Order Entry Transactions	List |View |Add	To create the sales invoice, and credit memo.
Accounts Receivable	Manage Payments	List |View |Add	To manage payments for invoices.
Accounts Receivable	Customers	List |View |Add |Edit	Edit is required to change the modifications made in plan mapped to customer or taxes associated with the invoice.
Accounts Receivable	Invoices	List|View|Add	To add invoice for the customer.
Accounts Receivable	Adjustments	List |View |Add	To refund adjustments made to the invoice or credit note.
Accounts Payable	Pay Bills	Run	This is required for credit note refunds.
Accounts Payable	Bills	Add
Cash Management	Checking Accounts	List |View	Bank accounts for managing mapping transactions.
Cash Management	Savings Accounts	List |View	Bank accounts for managing mapping transactions.

For Multi-Currency sites: additional permission needs to be enabled along with the above permissions.

Subscription	Activity/List/Report	Permissions	Comments
Company	Locations	List|View	This permission is required if invoice line items are to be synced with multiple entities.

For the tax solution enabled Intacct instance, additional permission is required.

Subscription	Activity/List/Report	Permissions	Comments
Tax	Tax Solution	List |View	To fetch the tax solution enabled in Intacct.