Configuration Guide for Sage Intacct

Order Entry

Field	List	View	Add	Edit	Delete	Post
Customers	X	X	X	X
Item Groups	X	X	X	X
Item GL Groups	X	X	X	X
Items	X	X	X	X
Warehouses	X	X	X	X
Tax Authority	X	X	X	X
Tax Detail	X	X	X	X
Tax Schedule	X	X	X	X
Tax Schedule Map	X	X	X	X
Order Entry Transactions	X	X	X	X
Payments		X

Purchasing

Field	List	View	Add	Edit	Delete	Post
PO transaction definitions	X	X	X	X
Approve Purchase Transaction	X
Vendors	X	X	X	X
Vendor Groups	X	X	X	X
Vendor GL Groups	X	X	X	X
Items	X	X	X	X
Item Groups	X	X	X	X
Unit of Measure	X	X	X	X
Serial Mask	X	X	X	X
Lot Category	X	X	X	X
Product Line	X	X	X	X
Item GL Groups	X	X	X	X
Item Tax Groups	X	X	X	X
Warehouses	X	X
Price Lists	X	X	X	X
Price Schedules	X	X	X	X
Price list entry	X	X	X	X
Tax Detail	X	X	X	X
Tax Schedule	X	X	X	X
Tax Schedule Map	X	X	X	X
Contacts	X	X
Recurring Transactions	X	X	X	X
Purchasing Transactions	X	X	X	X

 Accounts Receivable

Field	List	View	Add	Edit	Post	Override AR Account
AR Terms	X	X
Invoices	X	X	X	X	X	X
Adjustments	X	X	X	X	X	X
Posted Payments	X	X
Manage Payments	X	X	X	X

Accounts Payable

Field	List	View	Add	Edit	Post	Override AP Account
Manual Payment	X	X	X
Summaries	X	X	X	X
Vendors	X	X	X	X
Vendor Types	X	X	X	X
Vendor Groups	X	X	X	X
Bills	X	X	X	X	X	X
Adjustments	X	X	X	X		X
Recurring bills	X	X	X	X
AP Terms	X	X	X	X
AP account labels	X	X	X	X
Payment Requests	X	X		X
Posted Payments	X	X
Check run	X	X	X	X
Tax Detail	X	X	X	X
Tax Schedule	X	X	X	X
Tax Schedule Map	X	X	X	X
Payment Requests	X	X		X
Posted Payments	X	X

Company

Field	List	View	Add	Edit	Delete	Post
Entities	X	X	X
Locations		X	X

Location Groups

X

X

X

Cash Management > Full Access

*this enables recording payments in Sage Intacct from Canix

 

Sage Purchase Orders Setup

For Sage Intacct purchase orders to integrate with Canix, you’ll need to create a purchase order template that accounts for various purchase order fields in Canix. Follow these steps to create:

1. Purchasing > Setup > Subtotal Templates
2. Create or edit a Subtotal Template to look like this (GL accounts are flexible and should reflect where you want the expenses recorded, but descriptions must be exact). Note: descriptions must be exact, they’re used as references in the integration software.
3. Once this Subtotal Template is set up, you have to assign it to the Purchase Order Transaction Definition. Purchasing > Setup > Transaction Definitions. 
4. Then “Edit” on the “Purchase Order” line. Scroll down to accounting and select the purchase order template you created previously.

 

 

Sage Purchase Orders Receiver Setup

If you are creating a Purchase Order Receiver Transaction Definition from scratch, go to Purchasing > Setup > Transaction Definitions

1. Select Add in the top right
2. Name the Template PO Receiver
3. The Template Type should be Order
4. The Workflow Category should be Order
5. In the Accounting Section, make sure Enable Subtotals is enabled
   1. For Sage Intacct Purchase Order Receivers to be converted from Canix, utilize the following subtotals in your Purchase Order Receiver transaction definition
6. In the Workflow Section, make sure the PO Receiver can be created from Purchase Order
7. Select Save in the top right to create the PO Receiver Transaction Definition

After the PO Receiver Transaction Definition has been created, the hierarchy should look like this:

 

If you already have a PO Receiver Transaction Definition created, make sure that:

1. In the Accounting Section, Enable Subtotals is enabled
   1. For Sage Intacct Purchase Order Receivers to be converted from Canix, utilize the following subtotals in your Purchase Order Receiver transaction definition
2. In the Workflow Section, the PO Receiver can be created from Purchase Order

 

Sage Vendor Invoice Setup

If you are creating a Vendor Invoice Transaction Definition from scratch, go to Purchasing > Setup > Transaction Definitions

1. Select Add in the top right
2. Name the Template Vendor Invoice
3. The Template Type should be Invoice
4. The Workflow Category should be Invoice
5. In the Accounting Section, make sure Enable Subtotals is enabled
   1. For Sage Intacct Vendor Invoices to be converted from Canix, utilize the following subtotals in your Vendor Invoice Transaction Definition
6. In the Workflow Section, make sure the Vendor Invoice can be created from PO Receiver
7. Select Save in the top right to create the Vendor Invoice Transaction Definition

After the Vendor Invoice Transaction Definition has been created, the hierarchy should look like this:

 

If you already have a Vendor Invoice Transaction Definition created, make sure that:

1. In the Accounting Section, Enable Subtotals is enabled
   1. For Sage Intacct Vendor Invoice to be converted from Canix, utilize the following subtotals in your Vendor Invoice Transaction Definition
2. In the Workflow Section, the Vendor Invoice can be created from PO Receiver

 

Sage Sales Orders Setup

1. Deactivate the Sales Order transaction definition for order entry. Order Entry > Setup > Transaction Definitions.
   • The reason we’re able to deactivate the Sales Order transaction definition, is that your Sales Orders are already tracked in Canix. When sending to Sage Intacct you can skip Sales Orders and go directly to Sales Invoice.

Instead of this: 

It should look like this:

 

If getting this error:

Your Sales Invoice transaction definition is configured to affect AR. However, no GL Accounts were found in the AR GL Information tab for itemid 'x’ and warehouse 'x’

Go to this setup page and map the GL Accounts accordingly.

 

For Sage Intacct Invoices to integrate with Canix, you’ll need to create an invoice subtotal template that accounts for various invoice fields in Canix. Follow these steps to create:

1. Order Entry > Setup > Subtotal Templates
2. Create or edit a Subtotal Template to look like this (GL accounts are flexible and should reflect where you want the expenses recorded, but descriptions must be exact). Note: descriptions must be exact, they’re used as references in the integration software.
3. Once this Subtotal Template is set up, you have to assign it to the Sales Invoice Definition. Order Entry > Setup > Transaction Definitions.
4. Then “Edit” on the “Sales Invoice” line. Scroll down to accounting and select the Sales Invoice template you created previously.

COGS Posting and Setup

COGS are automatically calculated by Intacct when you post a Sales Invoice that involves inventory. 

When an invoice is created in Order Entry, Intacct will automatically use the item costs associated during purchase to calculate the COGS associated with the sale. 

This requires the Inventory Items to be brought in at Cost and have a Costing Method set at the Item level in Intacct. Since Intacct controls COGS themselves, the only costing methodologies available through Intacct are LIFO, FIFO, Average, and Standard.

To control which COGS account Canix will post to during Intacct Invoice creation from Canix, ensure that the correct GL accounts for COGS and Inventory are selected in the COGS account mapping tab of the transaction definition. This can be found by going to the Transaction Definition > Posting Configuration > COGS account mapping:

Transaction Numbering

To ensure that invoices can be sent from Canix to Sage Intacct, we will need to make sure a Numbering Sequence is selected.

1. Navigate to Order Entry > Setup > Transaction definitions
2. Select Edit on the Sales Invoice transaction definition
3. In the Transaction Numbering section, confirm that the Numbering sequence field is Sales Invoice

4. If Sales Invoice is not available as an option, select Add in the top left of the Numbering Sequence Dropdown
5. On the Document sequence information modal, enter “Sales Invoice” as the Sequence ID and Print title. The Starting number and Next number can both be 1. Confirm the Status is Active.  

Select Save and then select Sales Invoice in the Numbering sequence dropdown

 

Credit Memo Setup

To allow for credit memos to be created in Canix and sent to Sage Intacct, ensure that a "Credit Memo" transaction definition has been created in Order Entry > Setup > Transaction Definitions.

 

The Credit Memo transaction definition must be able to be created from the Sales Invoice transaction definition and should look like this: 

Ensure that the Credit Memo transaction definition can be created from the Sales Invoice transaction definition by confirming your Sales Invoice transaction definition is listed in the Can be created from table:

 

Activate the Integration in Canix

Now that Sage Intacct is setup to receive API transactions from Canix, you’ll need to create the live connection.

1. In Canix, navigate to Admin > Integrations > Sage Intacct.
   1. You’ll add your Company ID, User Name and User Password for the Web Services user that you created previously.
   2. Select your Default Purchasing Transaction Status
      • Choose from:
        • Draft
        • Pending (default setting)
        • Closed

2. Hit Test, and look for the “Success!” message in the top right. 

Now you’re ready to Send Sales Invoices, Purchase Orders, Credit Memos and Payments to Sage Intacct from Canix.