Sage Intacct Data Setup Suggestions

Below are some general guidelines on how to set up Sage Intacct for a construction or engineering firm with the intention of integrating it with Sage Construction Management.

Important: After updating settings in Sage Intacct, you need to run the Refresh Data process in Sage Construction Management for the changes to take effect.

Contact Management - Customers, Vendors and Employees

Importing Vendors and Employees

Since AccountingLink can import Active Customers, Vendors and Employees from Sage Intacct, it is 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 the 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 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 would be used by estimating, project management and accounting staff so information can flow easily between departments. Thus, 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. Please see AccountingLink | Master Cost Codes tab for more details.

Classes

Classes are applicable to the AccountingLink for Sage Intacct and can be used for categorizing transaction details. If this feature will be implemented in Sage Intacct and used in conjunction with Sage Construction Management, then these type of records should match a particular Sage Construction Management Project Classification system (see Sage Construction Management | Settings (gear icon) | Features tab | Lead and Project sub-tab).

Special Unclassified Item For Missing Cost Code or Owner Code in Sage Intacct

If a master cost code structure will be set up in Sage Intacct and Sage Construction Management, the AccountingLink needs to have a "backup" item just in case the Sage Construction Management project cost code does not exist in the ERP system. This item should be the default Owner Code Item as well.

  • Item Level: Top Tier
  • Item Number: 00CCUnc
  • Item Description: Unclassified Item From Sage Construction Management
  • Parent Item: 00 00 00
  • Billable: Yes
  • Cost Types: Materials, Labor, Equipment, Sub and Other

AccountingLink | Post Preferences | 00CCUnc References:

  • Resources and Dimensions Tab | Cost Code Mapping Section | Default Cost Code or when no match
  • Accounts Receivable (AR) Tab | AR General Mapping Section | Default Line Item ID
  • Accounts Receivable (AR) Tab | AR General Mapping Section | Default Owner Code

Purchasing Transaction Definitions

  • Purchase Orders
  • Vendor Invoices (Used for Bills originating from POs)
  • Non-commitment Invoices (Used for Bills not originating from POs)
  • Subcontracts
  • Subcontract CO
  • Subcontract Invoices

For detailed steps, see Set up a transaction definition.

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 Project Contract Invoice
Fixed Lump Sum Prime Invoices Project Contract Invoice
Cost Plus without GMP Prime Invoices* Quick Bill Invoice
Cost Plus with Prime Invoices Quick Bill Invoice
Unit Price with Billed Quantities Prime Invoices Project Contract Invoice

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

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