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Intacct: Configure Account for YayPay Integration

The following is a summary of how to set up the Sage Intacct integration with YayPay using a new Web Services User/Role.
 

1. Enable Web Services in your Intacct System

Login to Intacct as the Admin

  • Navigate to Company > Subscriptions
  • Click “Web Services” and you will see if the service is enabled (see screenshot below)
  • If the service is not enabled, please enable it

     



 

2. Add the Sender ID in Intacct to allow YayPay to sync data

  • In Intacct, navigate to Company > Company Info and then click the “Security” tab
  • Scroll down to view the list of Web Services authorizations
  • Edit your list and add “YayPay MPP” as a new Sender ID with a status of "Active" (see screenshot below). 
  • Label this Sender ID with an appropriate Description of your choice


 

3. Setup new Intacct Web Services User and Permissions

Create a dedicated Web Services user for YayPay. 

The purpose of this Web Services user is to access the Sage Intacct API only through Web Services, to facilitate the integration of information between Intacct and YayPay (Note: it is not an Intacct User with a usual login).

(See Intacct Help Center for more background on Web Services Users: https://www.intacct.com/ia/docs/en_US/help_action/Administration/Users/web-services-only-users.htm?tocpath=Administration%7CUsers%7C_____10)

In Intacct, navigate to Company > Web Services Users > Add

  • Enter the following under the "User Information" tab:



 

(Create this user at the Root / Top Level in Intacct and give it Full Admin permissions)

  • User ID - Use "YayPay" (or Guest)
  • Last Name & First Name - Use “Integration” for Last Name, and “YayPay” for First Name
  • Email Address - we recommend using the email address of the person/staff in your organization who will manage this Web Services account (e.g. your Intacct Admin). 
    • Intacct Sage will send a new password to this email address whenever a password reset is made
  • User Type - Select “Business” for the User type 
  • Admin Privileges - Select Full or Limited for Admin Privileges. See the details below.

Administrator Privileges (click arrow to expand)

Depending on your integration needs (what types of entities you are operating and want to sync to YayPay), the Admin privileges for your User can be configured to be either Full, Limited, or Off. 

For the full successful integration of all entities currently syncing with YayPay, the admin privilege should at least have a Limited level. If you configure the Off level, the risks are the errors on the sync at the attempt of the Connector to read and navigate the permission list, which is needed for the correct processing of separate entities. 

For more info refer to Intacct’s explanation below.

A user with administrator privileges is given the highest possible level of system access. You can assign admin privileges to a business user, but you can’t assign admin privileges to any other user type. Intacct recommends that each company have at least two Full administrators. Limited Admin privileges include the following abilities:

  • Create users.
  • Configure and subscribe to applications.
  • Assign permissions to users.
  • Access financial reports to manage the reports.

Full Admin users have the same privileges as limited. Additionally, Full Admin users have the ability to:

  • Create other full admin.
  • Access to all features in Platform Services.
  • Use the Try Role feature in Role-based companies.
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  • Status - Set or check the status set to 'Active'

Click Save to create the new Web Services User. 

The Password will be emailed to the email address used and remains so until an Intacct Admin resets it

Navigate to the "User entities" tab to assign the designated Entities (Subsidiaries) for this Web Services User to have access to the appropriate Intacct entities. 

If you operate a multi-entity Intacct environment, the Entities you select in this tab will define the scope of the AR Sync with YayPay (especially for Invoices issued from that Entity). For example:

  • If you intend to sync your AR data for 1 Entity only, add the Entity in this tab 
  • If you intend to sync your AR data for several selected Entities and not the whole company, add only those Entities in this tab

Customers set on the Top level, can have their documents created in any of the Subsidiaries. The same applies to their child Customers. If there are no documents created in the Subsidiary, which is set to be integrated with YayPay, then the Connector will not attempt to sync the Customer with no documents, regardless of its relationship with the Parent Customer and its own documents.

Note: If your Intacct Sage system is not a multi-Entity setup, leave the above tab blank and move on. The Entities you select above are the same as those you find in your Intacct Sage main page/picker list, when you toggle between Entities under Top-level, e.g.

This new Web Services User will also need to be assigned to a new Role created in Intacct, which will be configured with the permissions (selected in Subscriptions) outlined below.

User Role Permissions Necessary for Integration (click arrow to expand)

  
Administration Users: List, View, Permissions Make sure this is checked even if your User has Full Admin perms.
Company Entities: List, View  
Locations: List, View If the Cash App module is in scope.
Departments: List, View  
Employees: List, View  
Attachments: List, View  
Transaction Currencies: List, View  
Exchange Rate Types: List, View  
Exchange Rates: List, View  

Order Entry

 Order Entry Transactions: Edit, List, View
Payment: Add  
Payment Account Information: View  
Accounts Receivable Customers: View  
Invoices: View  
Adjustments: View  
AR Terms: View  
Customer Bank Accounts: List, View If the payment module is in scope.
Manage Payments: Edit, List, View, Add
Posted Payments: List, View If the payment module is in scope.
Print or email invoices: Run To sync PDF invoices from the Printed templates.
Cash Management Checking Accounts: List, View If the payment module is in scope.
General Ledger Accounts: List, View, Add If the payment module is in scope.
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Important

In order for YayPay to bring over your Intacct Invoice template (Invoice PDF file) associated, select the 'Edit' permission for Order Entry Transactions, instead of ‘View’. This level is required to work with the Intacct Smart Event Script, described in a separate article where your Invoice Template/PDF will be sent as an email attachment to a designated Mailbox, which you should work with your Internal IT to establish.


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Note

If you create adjustments in Sage Intacct, they will become credit memos for the same customer in YayPay after the integration.

However, if you use Sage Intacct® to credit a customer and/or apply credits from Sales Order Entry Adjustments, then see the Intacct website to read how to Download Sales Credit Memos as Credit Memos in YayPay.


4. Commence the Sync between Intacct and YayPay

Before starting the synchronization process, review the configuration.

Navigate to Settings | Integrations. Then click Manage Business Systems and select Sage Intacct from the list.


On the panel that opens, specify the following:

  1. Enter your Intacct Company ID, User ID (the Web Services User ID you created in Intacct), and Password.
  2. Enter your Entity ID - Enter the specific Intacct Entity ID (this field accepts a single value only) or leave the field blank. If left blank, the User Entities configured for the Web Services Role will be used.
    The Entity ID configured in each YayPay application instance will be used as a filter to synchronize only the AR data associated with that Intacct Entity (e.g. the Invoices linked to that Entity):
    • If you have several instances of YayPay provisioned to match the number of Intacct Entities, start in one YayPay instance and enter the appropriate Intacct Entity ID. Repeat this setup using a different Entity ID in each of the remaining YayPay instances, while using the same Intacct User ID/Password
      Ensure you are in the appropriate YayPay instance by selecting from the drop-down list beside your YayPay Login Profile (Refer to this Article on Working with Multiple YayPay Instances/Subsidiaries)
    • If you have 1 instance of YayPay provisioned and the aim is to sync with only 1 Intacct Entity, enter the appropriate Intacct Entity ID 
    • If you have 1 instance of YayPay provisioned and the aim is to sync the AR for the whole company (i.e. you have no Intacct Entities), leave the Entity ID field blank 
    • If you have 1 instance of YayPay provisioned and the aim is to sync the AR data based on the specific User entities you configured previously for the Web Services User in Intacct, leave the Entity ID field blank
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Concurrent requests in Sage Intacct

The Intacct ERP system has its limitations related to the number of concurrent requests. It is related to all client’s integrations with the Intacct instance. Syncs for one client can't be processed simultaneously. For detailed info refer to https://developer.intacct.com/web-services/#concurrent-connections-and-timeouts

This is an important consideration particularly if you are provisioned with multiple YayPay instances that will need to sync with your Sage Intacct account, where each instance represents different Subsidiaries. Also, it is important if you want to keep sync delays within SLA.
 

Thus, if you are going to use more than one Subsidiary (YayPay instance), the sync delays might be extended. It is based on the number of subsidiaries and data changes in ERP.
 

To increase the number of concurrent requests, you should consult with your Intacct Support Team because increasing the number of requests will increase the Intacct costs.

If you already have more > than 2 simultaneous integrations taking place with your Sage Intacct prior to starting a new sync with YayPay to bring over your AR data, please consult support@yaypay.com or your YayPay Representative.

3. Optionally, you can use the Step for historical and delta sync setting to split the retrieved data into batches based on a specific time period. For example, if you enter 5 and select Month for Period, the sync will import data starting from 2015 and split it into batches of 5 months each.

4. For a description of the fields available in the Customization Form section, refer to the relevant sections within this Sage Intacct chapter.
For example, see the Pulling the Customer Level Billing Contact from Intacct section for details on configuring the Auto-Create Billing Contact option.

5. Before you proceed and click on the Sync button located in the top-right corner of the page, it is recommend to test the connection and settings by clicking on the Diagnostic Sync button. For details, see the Tip below. 

6. Click Save to save the credentials and other parameters entered. 

7. Scroll upwards to click on the "SYNC" button. 
 After you do so:

    • You will be prompted to configure Custom Fields 
    • Proceed to configure your Custom Fields under the Settings>Custom Fields page (if any)
    • All Customer level or Invoice level Custom Fields configured will be part of the Sync process. Refer to this Article link for more background
    • If you have no Custom Fields and/or if you have completed the setup, return to the Integrations page (Settings > Integrations) and press the "SYNC" button to start the Sync process. You will receive a message on the screen that the integration process will start in the background
       

When the Sync process is completed for the first time, the Last Sync Date: Never will be replaced with an actual date-time stamp:


The initial AR sync/integration will take about 1-2 business days to complete for the first time, depending also on our Customer / Invoice volume in Intacct.
During the initial sync, the connector synchronizes only open documents, i.e. documents with a non-zero balance such as open invoices, payments, adjustments, credit memos as well as customers (active and inactive with non-zero balance or with zero balance and open documents), contacts, accounts, invoice PDFs etc. The connector retrieves data from 1st January 2015 onwards. 
The initial synchronization is also performed when the integration is disconnected and then reconnected, i.e. there is no Last Sync Date displayed.

After the initial sync has been completed, YayPay will continue to connect to your Intacct system multiple times a day - these subsequent syncs will bring over new & updated data changes since the last sync point.

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Note

For the synchronization between Sage Intacct® and YayPay, the following applies:

  • During the initial sync, the connector synchronizes only open documents. If you want to synchronize closed documents from Sage Intacct (such as paid invoices, adjustments, credit memos, customers or invoice PDFs,etc.), contact YayPay support or your YayPay representative.

    This historical sync will synchronize data based on the customer's YayPay environment:

    • For customers using the production environment (i.e.app.yaypay.com or app1.yaypay.com), the synchronization period is 2 years from the current date.

    • For customers using the development environment (i.e. developer.yaypay.com), the synchronization period is 1 year from the current date.

  • The connector synchronizes the following types of invoices:

    • Account receivable

    • Sales invoices

    • Sales credit memos

    • Contract invoices

    • Contract credit memos

  • During synchronization, the connector only syncs allocations for payments without credits from Sage Intacct as payments in YayPay. If you would like the connector to sync allocations for all payment document types from Sage Intacct, including those with available credit (i.e. advances, adjustment credits, overpayments, or sales credits for which the Download Sales/Contract Credit Memos as Credit Memos must be checked), contact our YayPay support or your YayPay representative.

    However, we cannot sync payments with Adjustment debits, only the invoices. These payments will be synced and displayed on the ADJUSTMENTS tab on the Statement page.

    Similarly, payments associated with negative AR invoices are not displayed on the PAYMENTS tab. Such invoices are synchronized as regular invoices, not credits.

    If this type of synchronization is enabled, it will sync allocations for all payment document types created after August 20, 2021. Before this date, the connector can only synchronize allocations for payments without credits.



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Tip

Click on the Diagnostic Sync button to test the connection and settings. This is recommended not only before starting the sync process with Sage Intacct, but also after restarting/unpausing the integration between YayPay and Sage Intacct, or anytime you make changes to the Connector settings and click on the Save Changes button.

As a result, the connector will attempt to establish a test connection with Sage Intacct by using the credentials and options specified in the Connector Settingssection. It will also send test API calls to retrieve at least one entity from the following Sage Intacct categories:

  • Required entities, i.e. .customers, .payments (legacy method), .arPayments (new method), .invoices, .adjustments

  • Optional entities, i.e. .accounts, .arPaymentsDetails (new method), .invoiceItems (enabled invoice items), .locations (enabled invoice items), .departments (enabled invoice items), .adjustmentsDetails, .salesCreditMemosDetails, .salesInvoices, .salesCreditMemos

If the connector does not receive at least one required entity or the provided credentials are invalid, the test connection will fail, and an error message will be recorded on the Logs tab. However, if the connector receives at least one required entity but not an optional entity, the test connection will be completed, and a warning message will be recorded on the Logs tab.


 

5. Check if sync with Intacct was successful

Check your Aging Report

If the sync is successful, you will see your AR data in YayPay by the next day or two (see screenshot). 

If your Aging Report is still empty after 2 days (e.g there are no companies shown or no overall AR value shown), contact support@yaypay.com or your YayPay representative.

Note: The Aging Report will show your total AR balance and ONLY Customers/Companies with balances greater than $0 as a default (See Aging Report Article link).

 

Check for Billing Contact(s)

Click on any Customer Name in the Aging Report to go to the Statement page (of that Customer). Scroll to the lower right of the Statement page and look at the CONTACTS section.

This example shows a Billing Contact created in YayPay for the Customer "Brinks", and the email address brought from your ERP: 

Depending on your Intacct setup, there could also be invoice-level billing contacts brought over from your Intacct system (click on the face icon to look at the email address, etc):

 

Check invoice view

Click the invoice reference number (e.g. on the Statement page, Invoices page) to view its details and compare them to those in Intacct:

Accounts Receivable invoice mapping to YayPay invoice

Order Entry invoice mapping to YayPay invoice

Understand Document Duplication

Because Sage Intacct® allows custom numbering of invoices, invoices may have the same number. However, YayPay prevents duplicate invoices from being loaded. It only allows invoices with the same number to be loaded if: they belong to different customers; or have different invoice dates.

During the initial sync, all duplicated invoice numbers are synced based on the invoice number, customer, and date. However, during the subsequent iterative syncs, the following applies:

  • If there are multiple AR (Accounts Receivable) invoices with the same invoice number, their updates can be synced without any issues.

  • If there are multiple Sales invoices that have the same invoice number, customer, and date, YayPay cannot guarantee that the correct one will be updated during the iterative sync. 

    This is because sales invoices change their internal identifier whenever any document update occurs, making it difficult to track and identify the correct invoice when multiple sales invoices with the same number are synced to YayPay.

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Examples

  • Example that would cause no sync errors - Invoice number and date are the same but customers are different:
  • Example (synced during the initial sync) that would cause errors during iterative syncs - Invoice number, date and customers are the same:

Another peculiarity of Intacct's identifiers is that the internal IDs can be re-used for any type of documents. Once a document is deleted, a new one can inherit its ID, and that is where YayPay performs a duplicate check.

Also Intacct allows invoices with values duplicated by all 3 parameters to be synced during the initial sync, providing them with unique internal IDs.

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Example

During the initial sync, 2 invoices with the same number, customer and date are synced in:
  • Invoice1 with ID111 and closed balance.
  • Invoice1 with ID222 and open balance.

Invoice with ID222 has been paid, and YayPay attempts to sync the updated balance: it is identified by the number, customer and date and will attempt to update ID the 1st record found by such parameters - because in such a way YayPay tracks ID change for a unique invoice and updates it. But while updating ID111 to ID222, sync will fail because a record with ID222 is already stored within our database.

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Warning

If any of the above negative cases happen, the sync of data will be interrupted.

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Caution

To avoid issues with duplicating invoice numbers (or adjustments, credits, customers), make sure that the option to “Don’t allow transactions to be created“ is selected in Accounts Receivable | Setup | Configuration.

6. Summary and Next Steps

This guide completes the first half of the flow outlined in the illustration below.

Move on to the next guide to configure the Intacct Smart Event that will send your Invoice Template/PDF to a designated PDF Mailbox (Refer to: https://yaypay.helpjuice.com/88168-sage-intacct/intacct-yaypay-invoice-pdf-sync-guide)

We recommend this be a new & dedicated mailbox where YayPay will connect to and retrieve/extract the Invoice PDF attachment so that the same look and feel is displayed within YayPay (Refer to: https://yaypay.helpjuice.com/71918-statement/invoice-page) 

If you are also using YayPay for Payments, refer to this guide to setup YayPay and Intacct accordingly
 

Freqeuntly Asked Questions (FAQ)

Q: How do I disconnect and re-start the Sync process?

If you forgot to mark the "Auto create billing contact" checkbox, or decide that you want to want to try the Sync in Test mode for the first time without bringing your actual email contacts, etc)

  • Press the "DISCONNECT" button in the Sage Intacct block
  • Do a page refresh to be sure (e.g. the date/time stamp of the last sync will no longer be shown)
  • Check the “Auto Create Billing Contact” checkbox
  • Re-enter your Intacct credentials (and Subsidiary ID if any) that was used before to follow through and start the sync as described above

 

Q: What do the main indicators mean in the Integration Settings panel? 

Configuration Status: Your Sage Intacct Credentials are configured, saved, and Active in YayPay

Last Sync Status:  After the initial sync has completed, this shows the current Sync attempt by YayPay as part of a series of Recurring Syncs taking place throughout the day. (Note: if you don’t see any data in YayPay for more than 3-4 hours, it is a signal that the process is "not running or not doing anything". Reach out to support@yaypay.com)

Show Logs: Click on the button for further detail as well as the logs for previous Sync attempts (historical attempts). Download the log file to Excel

 

Q: How do I switch between multiple instances of YayPay to sync with Intacct?

  • Check the drop-down list beside your profile name, located on the top right corner (For more background, refer to this link: https://yaypay.helpjuice.com/tutorials/adding-additional-yaypay-instances) 
  • The other YayPay instances aligned to your Subsidiary names will be shown in the list if your User Account has been granted access to that Subsidiary. Access to the Subsidiaries is maintained in each User, under Settings > User Management
  • When you are in that Subsidiary, navigate to the Settings > Integrations page to repeat the Sync instructions outlined above

Q: How to get the correct total balance if the sync process is performed for a particular Subsidiary?

If you use Entities under Top-level in Intacct and wish to sync the documents impacting the balance for example by a single Entity, note the following:

Intacct processes all the documents impacting the balance by a selected Entity (Subsidiary) ID and calculates the Entity balance, but it cannot incorporate the Entity balance into the total balance.

The total balance is updated according to the documents received during the sync process on the Top-level only

To get the correct total balance in YayPay (incorporating the Entity balance), go to Settings > Business, and enable the "Use Calculated Customer's Balance" checkbox:

When this checkbox is enabled, all the documents pulled within the sync process will be included in the total balance calculation.

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Important 

If you sync the documents on Top-level and then decide to start syncing on the Entity level, note that all previously synced documents will remain in the system, and will be taken into account for total balance calculation.

To avoid inconsistenсy in such a case, it may be a good idea to create a separate account for a particular Subsidiary. Then the sync process will be performed by this subsidiary's documents only.

    

Can't find what you need?

Contact our support team support@yaypay.com for help.