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Intacct: Invoice Template/PDF Sync Guide

This article explains how to configure YayPay to retrieve your Intacct Invoice Template/PDF.

When a Template/PDF is sent as an email attachment to a designated PDF Mailbox, YayPay will connect to it to extract the data from the email. As a result, the same Intacct Invoice Template/PDF is displayed when you click on the Invoice number in YayPay and it can be sent as part of Workflow actions/Reminders.

To achieve this, you need to configure both Intacct Sage and YayPay, as shown in the schema below: 


1. Creating the Intacct Sage Smart Event

Intacct Sage Smart Events trigger actions when specific conditions are met. These actions can occur when adding, setting, or deleting records in Intacct Sage. In this section, you will learn how to create a Smart Event that sends an email with an Intacct Template/PDF attachment when a new invoice is created.

To set up the Intacct Smart Event email recipient, ask your IT department to create a new mailbox that you can access. Use a name like yaypayPDF@domain.com. This mailbox will receive emails with your Intacct Invoice Template/PDF as attachments. Instructions on how to connect YayPay to this mailbox will be provided later. 

To create a Smart Event that sends an email with an Intacct Template/PDF attachment when a new invoice is created:

  1. Log into Intacct Sage as an admin user.

  2. Go to Home| Platform Services| Smart Events and click Add to configure a new Smart Event.

  3. For Step 1 of the configuration, select Order Entry Transaction for Owner Object (for types of documents synced from the Order Entry module) and Sales Invoice for Document Type.

    If you see other Document Types that are relevant in your operating context/need, select them so they appear in the right-hand panel. For example, Contract Invoice:

    Click Next.

  4. For Step 2, select Email for Action, and Add as well as Set for Events. 
    The Set option refers to modifying an already existing Invoice record in Intacct.

    You can leave the Condition empty. 
    Alternatively, you can ask your Intacct Admin for help with changing or adding conditions to meet your requirements. Make sure to use the following operators if you have multiple Intacct definitions in your Condition:

    • && is And

    • || is Or

    • != is Unequal

    • == is Equal

      Click Next.

  5. For Step 3, enter the following information in each field:

    • Email Enter the designated mailbox email address given to you by your internal IT, for example yaypayPDF@domain.com. The same mailbox will also be configured in YayPay later, as described in parts 2 and 3 of this guide.

    • Subject­ Enter the following text: Customer id:'{!SODOCUMENT.CUSTVENDID!}', Invoice id:'{!SODOCUMENT.DOCNO!}'.

    • Attach PDF­ Check the check box.

    • Body­ Enter the following text: Here is the PDF of Invoice {!SODOCUMENT.DOCNO!}.

    Click Next.

  6. For Step 4, fill in the Smart link ID, for example OEINVOICE_PDF and ensure the Status is set to Active.

    You can also enter a Descriptionto help you remember why you created this Smart Event in your Intacct Sage system.


  7. Save the Smart Event.

    As a result, you will only receive PDF invoices via email:

    • For documents created in the Order Entry module (not for AR invoices created in the Accounts Receivable module).

    • Upon invoice creation

    • Upon invoice update – only if the invoice is updated in the Order Entry module (this does not apply to cases when Order Entry invoices are updated in the Accounts Receivable module).

    • PDF with the document template configured per each doc transaction definition, which can be applied per each unique doc type in the Order Entry module.

To check the Smart Events job status in Intacct Sage, go to Company | Admin tab | Offline jobs| Smart event jobs and click Smart event job history.

Delete

Important

If you don't use Intacct's Order Entry or Sales Invoices module, but create your invoices using the Accounts Receivable module (Invoice Owner Object), then use the following parameters instead:

  • For Step 1, select Invoice for Owner Object.
  • For step 3, specify the following:

    1. Email­ Same as above - choose and configure the designated email address.

    2. Subject­ Enter the following text: Customer id:'{!ARINVOICE.CUSTOMERID!}', Invoice id:'{!ARINVOICE.RECORDID!}'.

    3. Attach PDF­ Check the check box.

    4. Body­ Enter the following text: Here is the PDF of Invoice {!ARINVOICE.RECORDID!}.

  • For Step 4, fill in a different Smart link ID, for example ARINVOICE_PDF and then save the Smart Event.

If you create a Smart Event for Invoices, i.e. Invoice Owner Object:

  • Mail distribution with PDFs for any type of invoices, regardless of whether they are from the Accounts Receivable or Order Entry module.

  • You can trigger sending of emails using actions such as invoice creation or invoice update (not payment), no matter in what module the update takes place.

  • PDF will use a generic invoice document layout for all types of invoices, including those from the Accounts Receivable and Order Entry modules.


NOTE

The Smart Event will send emails with the subject line you configured in Intacct and attach the Invoice Template/PDF. The invoices will have a Printed status of Yes after the Smart Event sends them.

If the Printed status of Yes is causing issues for the AR team in storing and distributing the document for future follow-ups, avoid using the Smart Event.


Alternatively, to send an Invoice Template/PDF without using the Sage Smart Event, you can manually use the Print/Email process in Sage to send Email Batches with Invoice PDFs to the PDF email inbox. For more information, see the https://yaypay.helpjuice.com/88168-sage-intacct/intacct-yaypay-send-emails-to-pdf-email-inbox#intacct-send-email-batches-with-invoice-pdfs-to-pdf-email-inbox- article.



2a. What happens after creating the Smart Event?

The Smart Event will start sending emails (with the Subject line that you configure in Intacct) along with the Invoice Template/PDF sent as an email attachment. These emails will happen as new invoice records are created in Intacct.

Log into your designated PDF Mailbox to check for a few of these emails. Take a screenshot of the inbox/emails to compare - it will look something like this:

If you use Gmail:

If you use Outlook:

YayPay will connect to this Mailbox so as to extract the Invoice Template/PDF attachment and display the document in YayPay.


2b. Sending similar Emails with your Invoice Template/PDF  

If you do not use Intacct Sage to generate your Invoice Template/PDF, there is an alternative option to using the Intacct Smart Event approach, which requires your internal IT to develop some script or process from your in-house system where your Invoice Template/PDFs originates from.

In the same way that the Intacct Smart Event will send an email with the Invoice Template/PDF as an email attachment, the same approach can be achieved by having your non-Intacct Sage system send an email with the Invoice Template/PDF to the designated Mailbox that Yaypay will connect to. The email should have a similar Subject line - i.e. it should contain the phrase and values for: 'Customer id:' followed by the 'Invoice Id'.


3. Configure the "PDFs from Email" Settings in YayPay

Configure YayPay to connect to the designated PDF Mailbox so that the platform can extract /scrape the Invoice Template/PDF attachment/Credit Memo PDF within the emails sent by the Intacct Sage Smart Event explained previously.

We recommend using a separate, different PDF Mailbox than your common AR Mailbox so that you can separate your end-customers emails, and the emails containing the Invoice Template/PDF as attachments.

Every 10 minutes YayPay connects to the Mailbox and pulls out all letters with PDFs for today or for the last 3 days (if the appropriate setting is enabled). After that, the PDFs get linked to the invoices in the system if such invoices exist.

Log into Yaypay and navigate to Settings > PDFs from Emails to configure the connection to the PDF Mailbox:

These details may be obtained from your internal IT Dept or Infrastructure Team. Enter the information in YayPay as follows:

  • Protocol - choose one: imap/imaps
    (choose imaps as the recommended option, especially for gmail)
  • Host - e.g. imap.gmail.com or outlook.office365.com
  • Port - e.g. 143 or 993
  • Username/Password -  e.g. obtain this from your internal IT dept (this is the same user credentials to log into the mailbox directly)
  • Load period (months) - use "12"
  • Sender email - Use / Enter 'support@intacct.com' 
    (support@intacct.com is similar to what you saw as the sender in (2)

Click ‘Save and test connection’ after you have entered the information in YayPay to test and validate that YayPay has an established connection with this email inbox. A successful message will appear when a connection is made.

Please check with your internal IT on your whitelisting policy to allow external connections. You can inform your IT to whitelist the YayPay server – the IP address is 34.195.225.244.

Using Subfolders (in your designated PDF email inbox)

This section is only relevant if you choose to use a subfolder within the Mailbox, which needs to be configured in the "PDF from Emails settings" in YayPay.

These are the 2 additional steps required if you use a subfolder, instead of Inbox as the default folder:

  • You will first have to create a named subfolder (e.g. YayPay Invoice PDF) under the main Inbox
  • You will also have to set up a new email rule/filter in Outlook or Gmail to move all emails sent from support@intacct.com into the subfolder

If you use Outlook and use a subfolder, the Inbox Folder should be configured as follows:

If you use Gmail and use labels to label the emails sent from Intacct (e.g. Accounting is the first label followed by YayPay Invoice PDF), the Inbox Folder should be configured as follows:


4. Outcome after the Smart Event Script Installation and PDFs from Emails setup

The outcome of the Setup outlined in Sections (1) and (3) of this guide is summarized as follows:

  • Look at your Invoices page in YayPay and pick one of the recently created open Invoice records (this page displays the results of the sync of AR data between Intacct and YayPay, i.e. customers, invoice records, etc)
  • Click on the Invoice # (e.g. #INA-17003)

  • You should see your version of the Invoice Template/PDF open up in a new page, instead of YayPay's generic layout. If you don’t, ensure that the checkbox in your Business Settings page (Settings > Business) called "Invoice Page – Embed Invoice PDF" is enabled (refer to this Article link also)
  • The ability to view your Invoice Template/PDF in YayPay will indicate that YayPay is successfully connected to the PDF Mailbox, and to have been also able to extract the corresponding Invoice Template/PDF sent as an email attachment

Move on to the next Article link to plan and organize your effort so that YayPay can also display the Invoice Template/PDFs for ALL other Open Invoice records which came over to YayPay at the completion of the initial AR Sync. These Invoices may still be Open from previous or historical time periods. 

The process involved uses Intacct’s built-in Print/Email Documents to send your Invoice PDF/templates to the same PDF Mailbox.


5. Troubleshooting Tips

If you experience issues, contact YayPay Support and provide screenshots of the PDF Mailbox/inbox to show the email (generated by the Smart Event that is sending the emails).

This will help to first establish that the Smart Event is working properly. The screenshot of the inbox, showing the subject line of the customer/invoice will also help to know that the email and Invoice attachment is found in the designated PDF Mailbox. If it is not in the PDF Mailbox, there is no way for YayPay to extract the Invoice Document

The outline below summarizes how to size up and analyze the problem and correct it:

  • Run a report to have a sense of how many Open Invoice records are missing their Invoice Template/PDFs since creating your Intacct Smart Event
  • Go to Settings > Business page and search for the panel "Download missed PDFs report".
  • Click on “Download report” to produce an Excel listing of all Open Invoice records without their corresponding Invoice PDFs in YayPay (Note: Created At refers to the Invoice Date): 
  • Identify a few Invoice records in the Excel listing and log into your PDF Mailbox (i.e. the one configured on the Settings > PDFs from Emails page). Search and find the email with the Invoice Number in the Subject line. If the email exists, when YayPay connects to the PDF Mailbox, a background process will run to extract/retrieve the Intacct Invoice PDF/Template attachment
  • Validate that the Subject line contains the Customer ID and Invoice Number and that these identifiers match with the same Customer ID and Invoice Number in your Intacct system (or source system)
  • Validate also that this Email has an Invoice PDF attachment (open the attachment to have a look)
  • If you find this to be in order and it looks as expected, reach out to YayPay Support for further assistance
  • If the Email for the Invoice is not in your PDF Mailbox or the Subject line does not have the Customer ID and Invoice Number as explained previously, check your Intacct Smart Event that it is correctly setup also 
  • If the email is not there at all - check the Smart Event is working on the Intacct side and that it is set up correctly. 

After you confirm that the Intacct Smart Event is working as expected for all new Invoice records created in Intacct, you may also want YayPay to display the corresponding Invoice Template/PDFs for ALL other open/historical Invoice records in YayPay, i.e. these Invoices may still be Open from previous or historical time periods. 

To achieve this, run the "Missed PDF Report" and refer to this next Article link to follow the instructions.

Warning

Due to your potential Invoice volume, use the Date column / Time periods in the Missed PDF Report to organize your effort in how to bring over the Invoice Template/PDFs for all remaining Open Invoice records - e.g. You should do this in batches so that each batch covers a time period 

Using a much broader / wider date range than required can result in sending excessive emails out of Intacct at one go. 

And this in turn could cause issues with Intacct's internal email monitoring mechanisms due to Overloading, causing a temporary halt or shut down by the Intacct Support/Operations Team. 


Also, refer to https://yaypay.helpjuice.com/en_US/105705-reports/yaypay-reports#download-missed-pdfs-report


Sync Invoice PDF via API

This article explains how to sync Intacct Invoice PDF files to YayPay via API. Once synced, clicking on an invoice number on YayPay's Invoice page will open the PDF file synced from Intacct.

The connector syncs PDF files for unpaid, partially paid, and paid invoices.

To sync invoice PDF files from Intacct, do the following:

  1. Log in to Yaypay as an admin user.

  2. Go to Settings | Integrations and in the Connector Settings section, check the Sync Invoice PDFs via APIcheckbox. By default, it is unchecked.

  3. For the sync to work, make sure that the API user has the following user role permission.

  4. During the syncing process that happens every hour, the connector syncs PDF files for invoices that were created or modified in Intacct.

    Different types of invoice PDFs from Intacct are synced in the following way:

    • Account Receivable invoices – the Connector syncs the Invoice PDF from the Account Receivable journal in Intacct.

    • Sales Invoice invoices – the Connector syncs the Invoice PDF from the Order Entry journal in Intacct.

    • Sales Credit Memo – If sales credit memos are created in Intacct and synced as an invoice with YayPay,the connector syncs the invoice PDF file from the Order Entry journal in Intacct.

      However, if the API user doesn’t have user role permissions for the Order Entry journal, the connector will not sync Sales Invoice and Sales Credit Memo PDFs.

  5. After syncing, PDF files from Intacct are available on the Invoice page in YayPay. By clicking on the Download Invoicebutton, you can download and see the invoice PDF file.


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