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Sage Intacct Configuration 

Prerequisites(to be verified in Chargebee) 

(1) Navigate to Settings > Configure Chargebee > Business Rules and enable accounting fields for Intacct.

(2) Enter a GL Account for each Plan/Addon in Chargebee. Navigate to Product Catalog > Plan/Addon > Select a Plan/Addon > Accounting Information > enter the GL Account Name. You can also provide a Rev Rec Template ID for Plan/Addons in case you want Chargebee to create items in Intacct.

(3) If the Plan ID/ Addon ID is greater than 30 characters, you should provide an alternative name in the Alternative Name/SKU field.

Prerequisites(to be verified in Intacct) 

(1) Set up a sandbox account in Intacct. This will be required to connect with Chargebee and test the integration before setting up the integration in the production environments.

(2) You should obtain a Webservice Sender ID and Webservice Sender Password. This requires you to contact your Intacct Customer/Support team and receive the details.

Configuration 

Caution!
If you have not already consulted your Accounting advisor, we strongly recommend that you do so before beginning the integration.

Step 1: Connect 

Log in to Chargebee, navigate to Configure Chargebee > 3rd Party Integrations > Sage Intacct > click Connect > enter the login credentials.

Field Description
Webservice Sender ID

You should contact Intacct Support to get an ID details.

Webservice Sender Password

You should contact Intacct Support to get a Password.

User ID

Enter your user ID.

User Password

Enter your Account Password.

Company ID

Enter the Company ID.

Step 2: Set up Sync rules for Entity 

Next, select an Entity in Intacct to which the invoices should be synced to.

Choose an Entity - these are Entities or Organizations in your Intacct account.

Select the Account Type - You can select from one of the following types of Accounts to be provided for invoice line items:

  • GL Account Group
  • Item GL Group

Step 3: Verify Accounting Information 

Chargebee will check whether your plans/addons have valid GL information. If a plan/addon doesn't have the details, the error details will be listed. You can download the CSV file, update the details and upload them back into Chargebee.

Step 4: Check Prerequisites 

Next, Chargebee will perform a list of checks in Intacct:

  • Customer duplicate check: If invoices from Chargebee are already available in Intacct, customers will be present as well. In order to avoid duplicates, you should map the customer records between both the systems. You can download the list of customers as a csv file, map the customers and upload the updated sheet in Chargebee. If there is no possibility of duplicates, ignore and proceed.
  • Currency check: The currencies present in Chargebee should be present in Intacct. You should manually compare and add the currencies in Intacct. Chargebee will not be able to compare the currencies via API.

Step 5: Set up Reconciliation 

It is recommended that you create a clearing account to map payments and refunds in Intacct.

Step 6: Configure Sync Rules 

Configure how Chargebee integrates with Intacct:

(1) Payment Account Mapping:

Payment transactions recorded in Chargebee can be mapped to payment accounts in Intacct. For Reconciliation purposes, you can select a clearing/undeposited funds account. If you have multiple currencies or payment gateways or payment methods enabled, you can choose a specific payments/Checking Account.

(2) Refund mapping:

Refunds are created as Vendor payments in Intacct. You can configure the following for mapping refunds:

  • Check Number: Enter a reference number for the refund.
  • Vendor ID: Enter the Vendor ID.
  • Refund Clearing Account: Select a clearing/temporary account to map refund transactions.

(3) Account Mapping for invoice line items:

  • One time charges: One time/Adhoc charges created in Chargebee can be mapped to a GL Account in Intacct.
  • Setup fee: If you have configured a setup fee for plans in Chargebee, the setup fee line items can be mapped to a specific GL Account in Intacct.
  • Discounts: Select an Account to map Discounts/Cost of Goods (COGs) in Intacct
  • Bad debts (write-offs): You can choose where Bad Debts should be mapped in Intacct
  • Round offs: If there is a difference in the invoice total calculation between Chargebee and Intacct, then Chargebee will add a round off item automatically, you can select an Account to map these round off line items.

(4) Product Line:

If you have multiple Chargebee sites you can provide a Product Line per Chargebee site. This is an optional step.

(5) Revenue Recognition Mapping:

You can provide a Rev Rec Template ID for Plan/Addons in the Product Catalog. Additionally, you can provide a Rev Rec Template ID for other invoice line items, such as Setup fees, One time charges. This is an optional step.

(6) Sync Offline Payments:
When offline payments are reconciled against Payment Due invoices in Intacct, invoices will be updated as Paid in Intacct. These payments will be synced back to close Payment Due invoices in Chargebee. You can choose to enable this option.

Step 7: Configure Tax Mapping 

You can create Taxes as Sub-totals in Intacct (Accounting/ERP module). For instance, if you are remitting sales tax in New York, Washington and New Jersey, you can create a Sub-total item for each Tax jurisdiction.

  • US and Canada states/provinces can only be mapped.
  • You can choose enable state level or country level tax mapping
    • If enabled, then you can enter a state specific Sub-total
    • Or, you can enter a country level Sub-total

Step 8: Select Sync Start Date 

Select a date from which invoices generated in Chargebee should be synced to Intacct.

You can choose from one of the following:

  • Sync all invoices
  • Sync invoices from a specific date

Invoices and related records, from the specified date will only be synced. Invoices created before the specified date will not be synced. If there are updates to invoices, or credit notes are created for invoices created before the specified date, then you should update these records in Intacct manually.

Step 9: Run Initial Sync 

Once the configuration is complete, you can begin the sync. Chargebee will sync the first 10 invoices only, to ensure the mapping, conventions and sync criteria align with your requirements.

We recommend that you review these invoices in Intacct. If the sync works as expected, you can click the Sync All Records option and proceed.

Intacct setup is now complete.

Sync Preferences 

After sync is setup, you can see when the last sync was run, success/errors in the sync, and options to edit the configurations:

Enable/Disable Auto Sync:
After setting up the integration, you can set a daily schedule to sync all the information to Intacct automatically. Invoices and related information will be synced once every 24 hours. You can choose to disable auto-sync if required.

Sync Now:
For on-demand sync, you can sync data from Chargebee to Intacct immediately.

Manage Mapping:
You can edit the configurations/ GL Account mapping provided during the setup process.

Manage Tax Mapping:
You can modify the tax sub-totals provided during the setup process. If you have added tax regions in your Chargebee settings, you can provide new tax sub-totals here.

Unlink:
In case you want to stop syncing data from Chargebee to Intacct, you can unlink the integration.

FAQ 

1. We create Sales Orders for fulfilment, how does this work as part of this integration?

Sales Orders are not created as part of the integration. Sales invoices are only created when they are synced from Chargebee.

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