Intacct Integration Guide

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Intacct allows its users to have either a single-entity setup or a multi-entity setup. For multi-entity setups, MineralTree allows users to sync to either the root or one of the entities. This article explains the implications of syncing to the root versus syncing to a single entity under the root.

Sync Prerequisites 

A full admin user must be used to establish the initial connection; however, MineralTree users do not have to be Intacct users. 

Please see this article for further details on how to configure Intacct before the initial sync. In general, the following steps must be completed: 

  1. Enable Web Services
  2. Add Mineraltree to Web Services Authorizations
  3. Enable Smart Events
  4. Process bills with "Selected" status
  5. Disable account labels
  6. Disable payment approvals
  7. Enable duplicate numbering

Possible Integration Configurations 

Single Entity Intacct Company > MineralTree Company

Multi-Entity Shared Intacct Company, Root Entity > MineralTree Company

  • All objects (bills, vendors, accounts, dimensions, credits, etc) owned by the root will be available in MineralTree. Invoices/bills captured/created in MineralTree will sync back at the root level.
  • This configuration is ideal for companies who currently carry out their AP functions within the root.

Multi-Entity Shared Intacct Company, specific Entity > MineralTree Company

  • All objects (bills, vendors, accounts, dimensions, credits, etc) owned by the entity will be available in MineralTree. All objects owned by the root and coded to the entity will also be available for invoice creation and payment, but will not be editable. Invoices/bills captured/created in MineralTree will sync back to Intacct at the entity level.
  • This configuration is ideal for companies who prefer greater restrictions and who perform AP functions at the entity level.
  • Each specific entity within an Intacct multi-entity company can be synced to its own MineralTree company.

Multi-Entity Distributed Intacct Company > MineralTree Company

  • Behaves like a single-entity Intacct setup, but Client ID must be entered during onboarding to initiate sync.
  • Each specific company within an Intacct multi-entity Distributed company can be synced to its own MineralTree company.

Data Sync: Support and Limitations

Supported Invoice Fields

Header Level: 
Vendor Name*
Invoice #
Invoice Date*
Due Date*
Invoice Amount*
GL Posting Date
Terms
AP Account*
Description

Expense Level (multiple lines can be added): 
Account (GL)*
Amount*
Location+
Class+
Department+
Item+
Project+
Employee+ 
Customer+
Form 1099
Description

*  Required for posting in MT. If a field is required in AP but not MT, it’s up to the user to ensure the fields are filled.
+ Seven Dimensions (vendor is the eighth) in Intacct that are variably displayed/required and commonly renamed in the AP.  This renaming will not disrupt the sync with MT, but neither will it be reflected in MT.

Supported Dimensions

All eight standard dimensions are available for invoice creation in MineralTree. Within Intacct, certain dimensions can be set as required for invoices/bills based on settings at the GL (balancing by dimension, dimension relationships) and GL account (required dimensions) level. These requirements/relationships cannot be carried over to MineralTree via the Intacct API, so users must take care to respect these rules during invoice creation to prevent sync errors.

Terms

Currently, only terms with due dates and discount dates that are functions of the invoice/bill date are supported in MineralTree. Penalties, “grace days,” and “of the x month from invoice/bill date” statements are not supported. Invoices created in Intacct using non-supported terms will still sync over to MineralTree for approval and payment, but the user must manually set the correct invoice due date in MineralTree for “grace days” and “x of the month” terms. Any penalties must be manually applied.

 

GL Posting Date

Within MineralTree, users can set a GL posting date during invoice creation. Once an invoice is posted to Intacct, its GL posting date cannot be changed. If posting in future periods is not allowed in Intacct (see “Configure General Ledger” under General Ledger tab | Setup column), invoices created in MineralTree with GL posting dates in future periods will fail to sync to Intacct. Users should be aware of their internal rules/policies around setting GL posting dates.

Documents

Documents attached to records in Intacct do not sync to MineralTree. However, MineralTree offers an unlimited amount of document storage, so users may attach an unlimited number of supporting documents to any invoice record in MineralTree. MineralTree supports syncing of these documents from MineralTree to Intacct. By default, document sync from MineralTree to Intacct is disabled. Please contact Customer Support to enable document sync.

Allocations

Allocations are not currently supported within MineralTree in that there is no specific "Allocation" field. Invoices can be manually be “allocated” in MineralTree by creating additional line-items. If an allocation is applied to an expense in Intacct, bills will sync over with line-items created for each allocated portion of the Intacct expense. 

1099 Support

MineralTree syncs over the condition of whether a vendor is 1099-enabled or not from Intacct. If the vendor is 1099-enabled in Intacct, then invoices created in MineralTree with that vendor will have the 1099 checkbox checked by default and will sync back to Intacct as checked. This checkbox setting cannot be changed within MineralTree (it is read-only)—the user can only change the 1099 setting in Intacct after the invoice has synced back to Intacct. To change the 1099 setting on the invoice, the 1099 setting must be changed on the vendor level in Intacct.

 If the vendor is not 1099-enabled in Intacct, then invoices created in MineralTree with that vendor will not have the 1099 checkbox checked (checkbox will be read-only). The user can only change the invoice 1099 setting to “checked” after the invoice has synced back to Intacct and the appropriate vendor is changed to 1099-enabled.

Payments

Payments in Intacct that have not been approved yet will not sync to MineralTree. It is recommended that customers clear their approval queues before the initial sync, as all payment approval will presumably take place in MineralTree.

All payments made in Intacct sync to MineralTree as “Paid in accounting system.” The check #s for these payments are not available in MineralTree.

Purchase Orders

Intacct users can continue to handle PO matching within their accounting system. Once a bill is generated from a PO, that bill will automatically sync to MineralTree as an invoice to be approved and paid.  Depending on whether the bill was generated at the root or entity level, it will follow the same rules as regular bills created at the root or entity level (see Table 1 and Table 2 under Vendor and Invoice Data).

Credits and Discounts

All discounts and credits must be applied in Intacct. Once applied, the remaining balance of the invoices they are applied to will be correctly updated. Applied discounts do not appear on the remittance, but applied credits do appear on the remittance. Any credits applied in Intacct sync to MineralTree as credit payments against invoices.

Deletes and Voids 

The only delete action taken in Intacct that will sync to MineralTree is the deletion of Bills (if Smart Events have been enabled for Bills). 

Objects deleted in MineralTree will NOT be deleted in Intacct. Objects must also be manually deleted in Intacct.

If a payment is voided in Intacct, the void will NOT sync to MineralTree. You must also void the payment manually in MineralTree.

Data Flow from Intacct to MineralTree

Vendor and Invoice Data

The tables below summarize what vendor and invoice data sync to MineralTree and are editable in MineralTree for root and entity-level integrations. Note that only active vendors sync over. Vendor bank account and routing number do not sync back and forth.

Syncing MineralTree to the Root

Screen_Shot_2018-04-13_at_10.36.08_AM.png

Syncing MineralTree to a Specific Entity (Entity A) 

Screen_Shot_2018-04-13_at_10.36.36_AM.png 

Payment Accounts

Both Checking and Savings accounts sync to MineralTree as potential payment accounts.

  • Sync to root— All accounts created at the root sync over.
  • Sync to specific entity— All accounts created at the root sync over and can be used for payment (once verified within MineralTree). However, only accounts tied to the specific entity (either created within the entity or created at the root and restricted to the entity) will have their GL balances correctly displayed in MineralTree.
    • Accounts created at the root and restricted to other entities will appear in the MineralTree Dashboard account summary list, but their balances will display as “$0.00.” These accounts will be available for selection in the Paid From account dropdowns in the Vendor Payment Preferences page and the Confirm Payments dialog.

Data Flow from MineralTree to Intacct 

In general, the actions you may take in MineralTree that will sync over to your accounting system are: editing a vendor, creating & posting an invoice, and paying an invoice. However, note that deletes and voids in MineralTree do NOT sync over to Intacct.

Syncing to a Specific Entity 

The simpler case is when MineralTree is synced to a specific entity—actions taken in MineralTree are contained to that entity in Intacct. i.e. None of these actions will be reflected at the root level or in any other entities.

Editing a Vendor

If the vendor was created and the root and restricted to the specific entity, you cannot edit vendor details in MineralTree.

 If the vendor was created at the specific entity, you can edit vendor details in MineralTree. Any edits made to the vendor in MineralTree will sync back over only to that entity in Intacct.

Creating and Posting an Invoice 

Invoices created in MineralTree (whether the invoice vendor was created at the root or at the entity) will sync back to Intacct only to the specific entity in the “Posted” state.

Making a Payment 

Payments made in MineralTree will sync back to Intacct and the associated bills will be marked as “Paid” in the specific entity’s Bills list. If another entity’s bank account is used to make the payment, Intacct will take care of the inter-entity transfer and the transaction will appear in Intacct’s relevant reports.

Syncing to the Root

When MineralTree is synced to the root, the actions of: editing a vendor, creating & posting an invoice, and making a payment in MineralTree are always synced back to the Intacct root. If the vendor/invoice is coded to a specific entity(-ies), the above-mentioned actions will also be reflected in that entity(-ies).

Editing a Vendor

In Intacct, the vendor may be restricted to one specific entity, several entities, or all entities within a company. So, when an edit is made to a vendor in MineralTree, that edit will be reflected in the root and whichever entity(-ies) that the vendor is restricted to in Intacct.

Creating and Posting an Invoice 

Upon creating an invoice in MineralTree, Vendor Name must be specified. The selected vendor on an invoice determines which entities you may code the invoice to. Whichever entity(-ies) you select in the Location field on the invoice will be the only entity(-ies) that sees that invoice in Intacct. You can code the invoice to multiple locations (entities) by splitting the total amount into separate lines. When this invoice is eventually paid in MineralTree, an inter-company transaction will be created in Intacct.

Making a Payment

When syncing to the root, payment accounts created in root are available to pay invoices. However, if you wish to ensure that each entity is using its own payment accounts for inter-entity transactions, the payment account may be created at the root and restricted to a single entity. 

Inter-Entity Transaction Example:

This example illustrates how MineralTree handles Intacct multi-entity companies and inter-entity transactions. To handle the inter-entity transaction scenario, MineralTree must be synced to the Intacct root.

Scenario:

  • Demo Inc. has a multi-entity setup in Intacct with entities: 30-California, 40-Florida, and 50-Vermont.
  • The vendor, Q-See Corporation, is created at the root and restricted to entities #30 and #50.
  • Q-See Corporation sends Demo Inc. an invoice for $100 for a purchase that is distributed between entity #30 and entity #50.

Accounting Manager workflow:

  1. Create an invoice in MineralTree and fill in “Q-See Corporation” in Vendor Name field.
  2. Fill in $100 for Invoice Amount at the header level.
  3. Go to the expense line level. Since Q-See Corporation is restricted to entities #30 and #50 in Intacct, the Location dropdown will only contain options: 30-California and 50-Vermont.
  4. For the first expense line, select 30-California for Location. Fill in an Amount of $60.
  5. Add a new expense line and select 50-Vermont for Location. Fill in the remaining $40 in the Amount field.
  6. Create the invoice and post.
  7. The posted invoice will sync over to Intacct and appear in the root level’s Bills list for the full $100, in entity #30’s Bills list for $60, and in entity #50’s Bills list for $40.
  8. Now that the invoice is posted, queue up the invoice for payment.
  9. Select the bank account belonging only to entity #30 as the payment account. Make the whole payment with this account.
  10. The payment syncs over from MineralTree to Intacct. Since the whole payment was issued from entity #30’s bank account, entity #50 technically “owes” $40 to entity #30. Intacct automatically handles the inter-entity transaction and generates the appropriate Due To/Due From entries on the general ledger. The transaction record looks as below in the GL report:

Screen_Shot_2018-04-13_at_11.15.41_AM.png

 

 

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