Sage Intacct is a leading SaaS based financial management system. Merchants use 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 and reduce manual efforts involved in managing your financials.
This is a one-way integration of Sales invoices, from Chargebee to Intacct. Sync runs once in every 24 hrs.
To adjust the AR balance for your customers, you should do the following:
Dimensions: For custom tracking/reporting, you can provide additional information at 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 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 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.
(1) 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.
(2) If the Plan ID/ Addon ID is greater than 30 characters, you should provide an alternative name in the Alternative Name/SKU field.
(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.
If you have not already consulted your Accounting advisor, we strongly recommend that you do so before beginning the integration.
Log in to Chargebee, navigate to Configure Chargebee > Third Party Integrations > Sage Intacct > Connect and enter the login credentials.
|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.|
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:
Chargebee will check whether your plans/addons have a 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.
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.
It is recommended that you create a clearing account to map payments and refunds in Intacct.
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:
(3) Account Mapping for invoice 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 and close Payment Due invoices in Chargebee. You can choose to enable this option.
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.
Select a date from which invoices generated in Chargebee should be synced to Intacct.
You can choose from one of the following:
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.
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 on the Sync All Records option and proceed.
Intacct setup is now complete.
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 hrs. 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.
1. We create Sales Orders for every request from our customers, how does this work as part of this integration?
Sales invoices will only be created, Sales orders are not created as part of the integration.