Setting up an Intacct Integration

The Intacct Integration is available for Starter and Professional plans.

We integrate directly with Intacct, which automatically pushes expense data into your accounting software for both reimbursable expenses (bills and bill payments) as well as corporate card transactions (Charge Card Transactions). Here's how to set it up!

A few notes about the integration requirements before we get started:

1. Everyone's Intacct configuration is slightly different, so the screenshots in this help article might not align exactly with what you see in your Intacct account. That being said, we will work with you to get the integration set up properly, but we appreciate your patience if it takes a bit of exploration! 
2. You must enable the Web Services subscription using Company > Subscriptions (or Company > Admin > Subscriptions in Intacct) 
3. The integration requires creating a new member in Intacct. This member's sole purpose is to authenticate the integration during the initial integration set up. You can preface the member ID name with "XML_Gateway" to indicate that this is a web services member only. This will also allow you to avoid paying for an additional member license in Intacct. 
4. If you plan on syncing your corporate card transactions to Intacct, you must have the Charge Card module enabled in your account. To create a new Charge Card account, select the Charge Card Accounts in the Cash Management Section. You will be given a list of accounts already setup and also the option to setup a new Charge Card Account.
5. If you have more than one entity set up in your Intacct, you will need to specify the User/Role to that entity. 

Step 1: Determine whether you have member-based permissions or role-based permissions in Intacct.

Intacct has two permissions settings: member-based permissions and role-based permissions. Depending on which one applies to you, follow the instructions below.

If you're not sure which type you have, you can check by navigating to Company > Company info.

Scroll down to Global Settings, and you'll see which Permission type your account is:

If you have member-based permissions:

Step 1: Create a new member

This is the member that will authorize the connection between Abacus and Intacct. 

Navigate to the Company tab, then Admin, and select Web Services Users:

Then click Add User.

• User ID: This should be Abacus to identify the member role that will facilitate the integration (this needs to be unique!)
• First and Last Name: This can be "Abacus" again, we're just creating this role specifically for the purposes of the integration, and this information must be unique to this member.
• Email address: Please note that you will need access to this email address, but the email address also can't overlap with any other email address tied to a previous member in Intacct. If your email is hosted by gmail, you can add a unique identifier to the address by adding a plus sign (i.e. yourname+intacct@company.com)

The member needs to have Full Admin privileges. 

Then, click Save!

**Please double check with your Intacct rep about incurring additional charges!** 

Next, enter your Intacct password: 

Next, make sure each of these permissions is checked off, and click Save. The permissions needed are Administration, Company, Cash Management, General Ledger, Accounts Payable, Platform Services, and Projects.

Click into Permissions for each application and module, to make sure all are checked. 

Check your email! You should have received an email with details about your credentials: 

• Password
• Intacct Company ID
• User ID

Head back to your Abacus account, and click "Connect to Intacct": 

You'll be prompted to enter in the information found in the email you just received from Intacct in your email. 

Congratulations - Abacus and Intacct are now connected! Please scroll down to the section on customizing your integration below.

If you have Role-based permissions in Intacct: 

Step 1: Add a role

1. Point to Company and click the plus icon next to Roles. The Roles Information page appears.
2. In the Name field, add a name for the role (this can be Abacus). You can't change this name after you save the role.
3. Optionally, enter a description of the role.
4. Click Save. The Roles Subscriptions page appears. On this page, make sure the following subscriptions are checked off

5. For each subscription, click into the Permissions setting one at a time.

6. When you have finished assigning permissions to the role, click Save.

The Modules that we need ALL permissions for are: 

• Cash Management - Charge Card transactions
• Accounts Payable - Bills and Manual Payment 

The Modules that we need List and View permissions for are: 

• Department
• Location
• Class
• Projects
• General Leger
• Charge Card Accounts
• Checking accounts
• Savings accounts
• etc.

Step 2: Create Abacus User

This is the member that will authorize the connection between Abacus and Intacct. 

Navigate to the Company tab, and select Users:

Then click Add User.

• User ID: This should be Abacus to identify the member role that will facilitate the integration (this needs to be unique!)
• First and Last Name: This can be Abacus - again, we're just creating this role specifically for the purposes of the integration, and this information must be unique to this member.
• Email address: Please note that you will need access to this email address, but the email address also can't overlap with any other email address tied to a previous member in Intacct. If your email is hosted by gmail, you can add a unique identifier to the address by adding a plus sign (i.e. yourname+intacct@company.com)

Then, click Save!

**Please double check with your Intacct rep about incurring additional charges!** 

Next, enter your Intacct password: 

Step 3: Assign the member to the Abacus role 

If your company uses role-based permissions, go to the member's record (Company > Users > Edit) to assign a role to a member.

Assign a role to a member:

1. On the User Information screen, click the Roles Information tab.
2. In the Role Name text box, click the down arrow to see a list of roles from which to choose. Then click to select a role for the new member. Optionally, you can create a new role for the member.
3. When you finish entering information, click Save to save your changes and display the list of users.

Step 4: Set Abacus as the Sender ID for a Web Services User

Go to the Top-level entity in Intacct:

Navigate to Company > Setup > Company Info > Security Tab

Edit the Company Information and scroll to Web Services Authorizations. Click "Add" and enter "Abacus" as the SenderID. Save.

Customizing your Intacct Integration

There are a few more things you need to do in your Accounting Sync settings page in Abacus to finalize the integration with Intacct. 

Step 5: Select a default expense account

Once Abacus is connected to Intacct, the next step is customizing the integration. First, select a default expense account. For any expenses that are missing a category in Abacus , this default expense account will be applied. This should be something like 'miscellaneous' or 'other expense' in your chart of accounts. Keep in mind that if any items in your GL change in Intacct, they'll also need to be updated in Abacus .

Step 6: Select a bank account

Select the bank account from Intacct that's being used to reimburse your company expenses. 

Step 7: Set your close date (for Corporate card only)

This setting allows you to sync corporate card expenses into Intacct, even if they are dated in a closed month. By setting a close date, these transactions will be synced to the first day of the closest open month. 

If you officially close your books in Intacct, you'll want to come to your Accounting Sync History page each month and enter in your close date into Emburse Spend. 

Under Company Settings, click the Accounting Sync tab, then click the Accounting Sync History button in the upper right corner.

Enter the desired date in the Close Date field.

Step 8: Corporate Card mapping

If you are managing corporate cards in Abacus, you'll need to select the accounts that you want the corporate card transactions to sync to. You have the option to sync to a single card feed, or multiple card feeds if you have separate feeds per card, or if you're managing multiple card programs in Abacus. 

If you don't see a card account to map to, you will need to create Credit Card accounts in Intacct. This feature is specifically for corporate card management in Intacct. To set up an account, go to Cash Management, and then Open set up (bottom right): 

Then select Charge Card Accounts, and fill out the details according to your corporate cards. 

More information about Vendor Syncing in Intacct: 

• The Payee and the Description fields will include the vendor information
• A new vendor will not be created in your main vendor list for corporate card transactions, however, you will still be able to search by Payee field in Intacct

• Be aware of a setting in your General Ledger setup that enables the vendor field to auto-populate - this will need to be disabled since the vendor field is not populated in the Dimension
• Each GL setting will need to have "vendor required" disabled

Step 9: Select Default items for custom fields

Abacus pulls in the following data from Intacct: Class, Location, Department, Customer, Item, and Project. You have the option to create custom fields in Abacus and map them to these fields in Intacct. 

You can optionally add default mappings for these fields in your Accounting Sync settings page. Each expense that's missing this field will be associated with the default item you select here:

Don't forget to click save! 

Step 10: Map your categories 

To complete the integration, navigate to your Categories page, and map each item to the corresponding expense account. Now you have successfully connected to Intacct! 

Mapping custom fields in Abacus to Intacct 

You can create an unlimited amount of custom Team and Expense fields to add additional information to each expense. These fields can map to Class, Department, Location, Customer, Item, and Project in Intacct. Learn more about how to map these fields to Intact by checking out the related support articles below!