Sage Intacct data setup suggestions

Contact Management - Customers, vendors, and employees

Import vendors and employees

Since AccountingLink can import active customers, vendors, and employees from Sage Intacct, it's generally a good practice to review each list in regards to their status. For example, if a vendor is no longer used then it should be marked inactive in Sage Intacct before performing the import function within AccountingLink.

Sage Construction Management and Sage Intacct awarded job setup

Sage Construction Management does not offer a Customer | Project import option, which is why existing jobs should be completed in Sage Intacct. However, newly awarded projects should be set up in Sage Construction Management and then exported to Sage Intacct as follows.

Client referenced on Sage Construction Management Prime Contract = Sage Intacct Customer
Sage Sage Construction Management Project = Sage Intacct Project
Optional: Sage Construction Management Project-Prime # = Sage Intacct Sub-Project
Sage Construction Management Prime Contract = Sage Intacct Project Contract
Sage Construction Management Prime Contract Cost Budgets = Sage Intacct Primary Estimate
Sage Construction Management Prime Contract Contract Items (aka Schedule of Values) = Sage Intacct Contract Items

Job cost codes

The golden rule of job costing is to have a master list of cost codes for categorizing work. These standard cost codes can be used by estimating, project management and accounting staff so that information can flow easily between departments. It is generally a good practice to have an identical master cost code structure in both systems. If this coding structure has already been established in Sage Intacct then these codes can be imported quickly into Sage Construction Management using AccountingLink > Master Cost Codes.

Classes

Classes are applicable to the AccountingLink for Sage Intacct and can be used for categorizing transaction details. If this feature is used in Sage Intacct and applied in conjunction with Sage Construction Management, then these type of records should match a particular Sage Construction Management Project Classification system. In Sage Construction Management, select the gear icon to access the settings and then select Features > Lead and Project.

Add terms

If you haven't already, add terms in Accounts Payable and Accounts Receivable. Duplicate and edit existing terms to save time.

Add Accounts Payable terms

The following is an example of duplicating an existing Accounts Payable term to add a new one.

Go to Applications > Accounts Payable > Setup > More > Terms.
Find Net 30 in the list and select Edit.
Select Duplicate.
Enter the following information:
- Name: Net 60
- Description: Net in 60 days from bill date
- Due Day: 60 From invoice or bill date
Select Save.
Create another duplicate of the Net 30 term.
Enter the following information:
- Name: Net 90
- Description: Net in 90 days from bill date
- Status: Active
- Due Day From invoice or bill date
Select Save.

Add Accounts Receivable terms

The following is an example of duplicating an existing Accounts Receivable term to add a new one.

Go to Applications > Accounts Receivable > Setup > More > Terms.
Locate Net 60 and select Edit.
Select Duplicate.
Enter the following information:
- Name: Net 90
- Description: Net in 90 days from bill date
- Status: Active
- Due Day: 90 From invoice or bill date
Select Save.

Default item to use if division, major, or owner code is missing in Sage Intacct

If a master cost code structure is set up in Sage Intacct and Sage Construction Management, the AccountingLink needs to have a default backup item just in case the Sage Construction Management project cost code does not exist in the ERP system.

To import cost codes from the standard cost code catalog, select Accounting Link > Master Cost Codes.

This item should match the default Owner Code Item:

Item Level: Top Tier
Item Number: 00SageCMUnc
Item Description: Default Item From Sage Construction Management
Parent Id:
Billable: Yes
Cost Types: Materials (M), Labor (L), Equipment (E), Sub (S) and Other (O)

Go to AccountingLink > Posting Preferences > General Preferences.
In the Cost Code and Contract Item Formats section, configure the following options:
- Contract Items > Summarize Contract Items by Job Cost Code
- Job Cost Code Division
- Job Cost Code Major
- Owner Code
Select the AR tab and set the Default Line Item ID to Contract Item.

Set up locations

When you post from Sage Construction Management to Sage Intacct, you'll need to select an entity and a location.

Make sure that the location that you're going to post to is set up in Sage Intacct.

For more information, see Locations in the Intacct Help Center.

Set up Web Services

Enable Web Services and create a sender ID and a Web Services user.

Create Web Services sender ID

Go to Applications > Company > Setup > Company.
Select Edit.
On the Security tab, find the Web Services authorization section.
Select Add.
In the Web Services sender information screen, enter the following information exactly as shown:
- Sender ID: SageCM
  
  The ID is case-sensitive and must match exactly.
- Description: Sage Construction Management
- Status: Active
Select Save and then on the Company Information screen, select Save again.

Create a Web Services user

Create a Web Services user account at the top level with full permissions to Sage Intacct. This user account is used when connecting Sage Construction Management to your Sage Intacct company.

Go to Applications > Company > Admin tab > Web Services users.
Select Add.
Enter the following information:
- User ID: SageCM
- Username: SageCM
- Last name: User
- First name: Sage CM
- User type: Business
- Admin privileges: Full
- Email: Enter an email address for the Sage Intacct admin.
Depending on whether the company is set up for role-based or user-based permissions, assign roles or permissions necessary so that the user has access to all features in Sage Intacct.

If the user is not set up with full permissions, Sage Construction Management will not have access to all of the Intacct data, which will cause integration issues.

For more information, see the following articles in the Sage Intacct Help Center:
- Web Services users
- Permissions overview

Set up reporting periods

You can set up reporting periods in the future.

Download a new blank import template from the Company Setup Checklist, set up the required accounting periods, and import your data into Sage Intacct.

Go to Company > Setup > Configuration > Import data.

The Company Setup Checklist opens. You’ll find a list of areas that you can import information into Sage Intacct.
Select the Template link associated with the Reporting periods.
Open the downloaded template, enter information in the appropriate fields to set up the required reporting periods, and save your changes.
Select the Import link associated with the Reporting periods and import the saved template.

Transaction definitions

Steps to set up a purchasing transaction definition

Set up a transaction definition for Sage Construction Management workflows.

If you already have a transaction definition for a Purchasing invoice, you can duplicate it and modify it as needed to save time. Don't worry if you're starting from scratch; we provide all of the information that you need.

Follow the instructions below to set up a transaction definition for a non-commitment vendor invoice.

Make sure that you're working in the top level.
Go to Applications > Purchasing > Setup > More > Transaction definitions.
Search for a transaction definition for a Purchasing invoice (under Purchase Order).
- If you have this transaction definition, select Edit and then select Duplicate.
- If you do not have this transaction definition, select Add.
On the General tab, enter the following information:
- Template name: Non-commitment vendor invoice
- Description: Non-commitment vendor invoice
  
  Note that you can use any name, but make a note of what you use. You'll need this information when you're setting up the integration in Sage Construction Management.
- Template type: Invoice
- Workflow category: Invoice
- Reporting category: Purchase order invoices
- Numbering sequence: Select Add and create a new numbering sequence for Accounts Payable bills using the following settings:
  - Sequence ID: AP Bills
  - Sequence type: Numeric
  - Numeric sequence length: 6
  - Fixed prefix: APB
  - Separator: -
  - Primary sequence: 1
  - Next unused value: 1
- Inventory Control: No changes are needed in the this section. The grid should be empty.
- Transaction posting: Accounts Payable
No other changes are needed on the General tab.
On the Posting configuration tab, select the accounts payable credit account and the debit account for the following GL item groups:
- Materials
- Labor
- Equipment
- Subcontract
- Other
Keep the default settings on the Security configuration and Entity settings tabs.
Select Save.

Order entry transaction definitions

On the Accounts Receivable tab in AccountingLink Posting preferences, use the fields in the AR general mapping section to map Construction Management transactions to Intacct transaction definitions.

If you use advanced workflows with custom transaction definitions in Intacct, the names may not match what you see in the table below.

Sage Construction Management transaction	Sage Intacct transaction definition
Default Sage Prime Invoices	This is a required field. Select Contract Invoice.
Fixed Lump Sum Prime Invoices	This is a required field. Select Contract Invoice.
Cost Plus without GMP Prime Invoices	This is a required field. Select Quick Bill Invoice.
Cost Plus with Prime Invoices	This is a required field. Select Quick Bill Invoice.
Unit Price with Billed Quantities Prime Invoices	This is a required field. Select Contract Invoice.

*Cost plus without GMP prime invoices should be mapped to a transaction definition that is set up for non-contract lines.

Data setup recommendations

Review the Sage Intacct data setup recommendations.

Set up AccountingLink

The AccountingLink is compatible with the following browsers:

Google Chrome (recommended)
Microsoft Edge
Mozilla Firefox

Implement only new projects in Sage Construction Management.

By using the AccountingLink for Sage Intacct, you acknowledge that you have read and agree to the

Sage Construction Management End User License Agreement for Software.

Log in to Sage Construction Management using the Sage Construction Management Admin user account.
Select Settings ( ).
Go to Company Settings > Profile and find the External Applications section.
In the Accounting application field, select Sage Intacct.
Select Save.
Log out of Sage Construction Management and close the browser.
Open the browser and log in to Sage Construction Management.
On the left navigation menu, select Accounting Link.
Connect to Sage Intacct using your company ID and the credentials for the Web Services user account that you created earlier.

If the connection to Sage Intacct is successful, the AccountingLink main menu appears.
Select Posting Preferences and update all posting preferences.
You must complete this before running the posting wizard.
Select Save.

Sage Intacct configuration