Sage Intacct

Businesses across the world use Sage Intacct as their financial accounting system to store, manage, and balance the transactions and information that govern the company's finances. Chargebee integrates with Intacct to sync invoices and import A/R data to reduce manual efforts involved in managing your financials.

Sync Overview

This is a one-way integration of sales invoices from Chargebee to Intacct, except for when the sales order statuses are updated from Intacct to Chargebee. Sync happens once every 24 hours from Chargebee.

Single-Entity and Multi-Entity Sync

Chargebee supports integration with both Single-Entity or Multi-Entity - (Top Level) account. You can connect your Chargebee site either with a specific entity in Intacct or you can also connect with the Top Level. All objects (Customers, Products, Coupons, Invoices, Credit Notes, Refunds, and so on) will have one-way sync.

AR Invoice Workflow

Chargebee supports integration with Single-Entity mapping for AR invoices.

• AR Invoices and Credit Notes referring to GL Account group with tax details for each line item.

• Supports both the workflow of countries with tax solutions and without tax solutions.

Customers

• Customer records present in Chargebee are created in Sage Intacct.
• Existing customer records are identified and mapped by Customer ID.

If your Chargebee site has an accounting hierarchy feature enabled, then the expected outcomes from the Intacct integration with Chargebee are listed below:

Products

• Plans/Addons are created as Items in Intacct.
• If Items are already present in Intacct, then the Item SKU can be entered in Plans/Addons in Chargebee to avoid duplication.

Coupons

• Discounts or Coupons are created as negative items.

Invoices

Invoice flow when the tax solution is disabled:

• Invoices are created as Sales Invoices in Intacct.
• When an invoice is voided in Chargebee, a Credit Memo is created in Intacct and linked to the invoice.

Invoice flow when the tax solution is enabled:

• As part of the integration, we create the AR invoice directly in Intacct using the posting configuration as defined in the transaction definition.

• When an invoice is voided in Chargebee, a negative AR invoice is created in Intacct when the Tax Solutions are enabled.

Credit Notes

• Credit Notes are created as Sales Credit Memos in Intacct.
• Credit Notes are created as Negative AR in Intacct when the Tax Solution is enabled.
• When a Credit Note is voided in Chargebee, a corresponding action in Intacct is not present. You can choose to delete the document in Intacct manually or list this Credit Memo as a sync error.

Refunds

• Refunds will be created as Vendor payments in Intacct (Accounts Payable ledger).
• If you have a Vendor available in Intacct, you can provide the Vendor name during configuration and Chargebee will create refunds as payments against this Vendor.
• Alternatively, Chargebee can create a Vendor automatically (CB_REFUND_VENDOR) and use this for refund transactions.
• When a refund is created, it will debit CB_REFUND_VENDOR account and credit the Bank Account.

To adjust the AR balance for your customers, you should do the following:

• Create an AR adjustment debit memo. This will debit AR and credit CB_REFUND_VENDOR.
• Apply the credit memo to the debit memo.

Revenue Recognition

You need to enable Revenue Recognition at the AR invoice for configuring the Tax Solutions.

Follow these steps to enable Revenue Recognition at the AR invoice:

• Select Company>Admin> Subscriptions> Revenue Management> Configure.

• Then Select Standard Revenue Recognition.

• If you are using Intacct's revenue recognition module, you can enter the revenue recognition template id for Plans/Addons, One-time charges, Setup fee, Discounts, Bad debts, and Round off in Chargebee during configuration. Chargebee sends the invoice line amount, start date, and end date when an invoice is synced to Intacct. Based on the revenue recognition rules configured in Intacct, the revenue forecast schedule is generated in Intacct.
• However, if you do not have revenue recognition support in Intacct, you can download Chargebee's revenue recognition, deferred revenue reports and manually enter the consolidated value in Intacct.

Terminology

Dimensions: For custom tracking/reporting, you can provide additional information at a customer or product level, namely Dimensions in Intacct. The following dimensions are supported: Location, Class, Department, Vendor, Project, and Employee.

Item GL Group: Each Item GL Group has a default Revenue and Deferred Revenue Account associated with it in Intacct. You can use item GL groups to categorize items and post transactions to specific GL accounts. In case you are selling products/services which should map to the Revenue/Deferred Revenue Account, you can create a group and map products accordingly. For instance, you can create Item GL groups Software and Hardware, and select a group name while mapping line items in Chargebee.

GL Account Group: A GL Account group can consist of a GL Account and/or Dimensions, and/or other GL Account groups.

Product Line: You can provide a product family name for items created/mapped from Chargebee. If you have multiple Chargebee sites, you can categorize the items by providing a Product Line in Chargebee.

FAQ

1. We create Sales Orders for fulfillment; 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.

2. Do we support the tax solution module?

Yes, we support the Tax Solution by creating the AR invoice and not the Sales Invoice.