For Ordway clients handling transactions in multiple currencies, be sure to read the following article before proceeding.
Table of Contents
Connect Intacct Account to Ordway
Disconnect Intacct Integration
Introduction
Utilize Ordway's Sage Intacct integration to map Customers, send Transactions, and Push Journal entries from Ordway into your Intacct General Ledger. Intacct provides the ability to share transactional information from Intacct to Ordway and vice versa.
Connect Intacct Account to Ordway
Preconditions:
- User must have an active Intacct account with administrator permissions.
- User must have the appropriate role and permissions in Ordway.
Steps:
Navigate to Menu > Setup > Integrations.
Click Connect shown on the right-hand side of Sage Intacct. Once the initial connection is established, the option changes from Connect to Settings.
Connect to Sage Intacct
Populate the provided fields to complete the connection and click Save.
- Company ID - Navigate to Company → General information in Intacct to find this ID.
- User ID - User ID associated with the Web Services User created in Sage Intacct.
- Password - Password for the created Web Services User.
Once logged in, the main Intacct integration page displays.
Default Settings
Once your Intacct account is established in Ordway, click Default Settings and select your default location.
Define the following General Settings:
- Default Location: Define the Intacct Entity that Ordway will send transactions to from the drop-down menu.
- Tax Item: Select the Product to be used when passing sales tax to Intacct on the Invoice or Credit. This Tax Item should contain GL accounts that sales taxes will post to in Intacct.
If/when Invoices are enabled and mapped, proceed with defining the following Invoice Tax Line Settings:
- Default Custom Field values: Define what custom field value should be used on the invoice line for sales tax. This section will populate with any custom fields that are mapped on the Invoice Line Field Mapping section of the integration.
If/when Credits are enabled and mapped, proceed with defining the following Credit Tax Line Settings:
- Credit Tax Account: Define the debit side of the Credit transaction for all sales tax lines on the Credit. By default, this field will populate with the Debit posting account for the Credit Transaction as defined on the Tax Item specified above.
- Note: the credit side of the Credit transaction will always be the default Accounts Receivable account as defined in Finance Setup.
Save when finished.
Connecting Objects
Now that the two applications are connected, decide which Data Types to enable. Once enabled data can be sent from Ordway to Intacct and vice versa. Additional modules will be added in the future.
Note: Disable any object using the toggle on the Intacct Integration settings screen. When an object is disabled, data is no longer in sync.
Customer Data
Click Map and Sync Customers to connect Customer fields.
Customer Data is collected through the following tabs:
- Customer Record Mapping
- Customer Field Mapping
A Customer Data Sync toggle is available to turn off syncing as needed. When disabled, data is out of sync from Ordway to Intacct and vice versa.
Customer Record Mapping
Map all Customer Record fields by selecting the appropriate Intacct Object Name in the right column that corresponds with the Ordway Customer Name field on the left.
Use the Customer Filter option to isolate specific Ordway Objects.
Customer Field Mapping
Next, click the Customer Field Mapping tab. Select the appropriate Intacct Customer Field Name in the right column that corresponds with the Ordway Customer Field Name on the left.
Fields can be removed by clicking the x next to the drop-down arrow. Select the new field to replace what was removed.
Click Save when finished.
Map Chart of Accounts
Click Map and Sync Chart of Accounts to connect Intacct Chart of Accounts in Ordway.
Chart of Account Data is collected through the following tabs:
- Chart of Account Record Mapping
- Chart of Account Type Mapping
- Chart of Account Field Mapping
A Chart of Account Data Sync toggle is available to turn off syncing as needed. When disabled, data is out of sync from Ordway to Intacct and vice versa.
Import/Export Option
When mapping a large number of Chart of Accounts, use the Export and Import Mappings tool found under the More button above. The Export Chart of Accounts Mappings file provides a list of all active Chart of Accounts and existing mappings available to populate the Import Chart of Accounts Mappings import template.
Chart of Account Record Mapping
Map all Chart of Account Record fields by selecting the appropriate Intacct Account Name in the right column that corresponds with the Ordway CoA Code on the left.
Use the Chart of Accounts Filter option to isolate specific Ordway Objects. Additional filters can be added as needed using the Add Filter button.
Chart of Account Type Mapping
Next, click the Chart of Account Type Mapping tab. Select the appropriate Intacct Account Type in the right column that corresponds with the Ordway Chart of Account Sub-Type on the left.
Chart of Account Field Mapping
Finally, click the Chart of Account Field Mapping tab. Select the appropriate Intacct Account Field Name in the right column that corresponds with the Ordway Chart of Account Field Name on the left.
Fields can be removed by clicking the x next to the drop-down arrow. Select the new field to replace what was removed.
Click Save when finished.
Journal Entries
When syncing Invoices, Credits, Payments, and Refunds to Intacct, journal entries will automatically be generated by Intacct. Revenue Schedule journal entries generated in Ordway will be synced to Intacct as manual journal entries and customer information and additional details will be sent as part of the manual journal entry and journal entry lines.
It’s important to note that when Invoices are being synced that the GL Account selected on the Credit side of the Invoice Posting transaction will override the GL Account that has been selected as the default account in Intacct. This is especially important when considering Deferred Revenue transactions.
Click Map and Sync Journal Entries.
Journal Entry data is collected through the following tabs:
- Transaction Types
- Journal Entry Field Mapping
- Journal Entry Line Field Mapping
A Journal Entry Data Sync toggle is available to turn off syncing as needed. When disabled, data is out of sync from Ordway to Intacct and vice versa.
Import/Export Option
When mapping a large number of Chart Journal Entries, use the Export and Import Mappings tool found under the More button above. The Export Journal Entries file provides a list of all active Journal Entries and existing mappings available to populate the Journal Entries import template.
Transaction Types
Select all or the individual transaction types to sync to Intacct.
Journal Entry Field Mapping
Next, click the Journal Entry Field Mapping tab. Map all Journal Entry fields by selecting the appropriate Intacct Journal Entry Field Name in the right column that corresponds with the Ordway Journal Entry Field Name on the left.
Fields can be removed by clicking the x next to the drop-down arrow. Select the new field to replace what was removed.
Journal Entry Line Field Mapping
Next, click the Journal Entry Line Field Mapping tab. Select the appropriate Intacct Journal Entry Line Field Name in the right column that corresponds with the Ordway Journal Entry Line Field Name on the left.
Click Save when finished.
Products
It’s important to note that when Invoices are being synced that the GL Account selected on the Credit side of the Invoice Posting transaction will override the GL Account that has been selected as the default account in Intacct. This is especially important when considering Deferred Revenue transactions.
Click Map and Sync Products to connect Product data.
Product Data is collected through the following tabs:
- Product Record Mapping
- Product Field Mapping
A Product Data Sync toggle is available to turn off syncing as needed. When disabled, data is out of sync from Ordway to Intacct and vice versa.
Product Record Mapping
Map all Product Record fields by selecting the appropriate Intacct Object Name in the right column that corresponds with the Ordway Product Name on the left.
Use the Product Filter option to isolate specific Ordway Objects.
Product Field Mapping
Next, click the Product Field Mapping tab. Select the appropriate Intacct Product Field Name in the right column that corresponds with the Ordway Product Field Name on the left.
Click Save when finished.
Invoices
Enable Sync Invoices to send payment data from Ordway to Intacct.
Click Map and Sync Invoices.
Invoice data is collected through the following tabs:
- Invoice Field Mapping
- Invoice Line Field Mapping
An Invoice Data Sync toggle is available to turn off syncing as needed. When disabled, data is out of sync from Ordway to Intacct and vice versa.
Invoice Field Mapping
Map all Invoice fields by selecting the appropriate Intacct Invoice Field Name in the right column that corresponds with the Ordway Invoice Field Name on the left.
Invoice Line Field Mapping
Next, click the Invoice Line Field Mapping tab. Select the appropriate Intacct Invoice Line Field Name in the right column that corresponds with the Ordway Invoice Line Field Name on the left.
Click Save when finished.
Integration Status
Intacct Integration Status is identified by a icon in both records and lists. Read more about Integration Status.
Disconnect Intacct Integration
The Intacct integration can be disabled at any time by using the Disconnect option from the main Intacct integration page in Ordway.
Warning: Disabling the integration will stop the data sync between the data types that have been configured. All configurations are retained should you need to reconnect at any time.
Disconnect the Intacct integration at the bottom of the main Intacct integration page.
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