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Intacct Sync 2.0 User Guide Version 2.0
May/2015
This document is supplied as and intended to be a reference document for users of Bill.com. The document is periodically updated and may contain data that does not apply to user’s specific product or that is obsolete. If questions exist regarding the applicability of the data relative to your product, contact Bill.com Customer Support. Copyright © 20072015 Bill.com, Inc. All Rights Reserved. No part of this document may be reproduced or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without prior written permission of Bill.com, Inc. Bill.com is a registered trademark of Bill.com, Inc. All other trademarks, service marks, or registered trademarks appearing in this guide are the trademarks or service marks of their respective owners.
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Document Objective The objective of this document is to provide important details before you sync Intacct with your Bill.com account.
Table of Contents 1. Introduction 1.1 Intacct Sync and Known Limitations 1.2 What’s coming? 2. Which Bill.com Intacct Configuration to Use? 2.1 Decision Tree 2.2 Recommended configuration for the best sync experience 3. How do I set up my account? 4. Best Practices Overview 5. Resources
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1. Introduction This section covers the highlevel overview of the following: ● List of objects that sync from Bill.com to Intacct, and vice versa ● Known limitations ● Bill.com’s planned enhancements to Intacct sync
1.1 Intacct Sync and Known Limitations
General
Object
Intacct Bill.Com To To Bill.com Intacct
Known Limitations
Chart of Accounts
Yes
Yes
Account labels not supported.
Departments
Yes
Yes
Bill.com uses default Intacct terminology, so changes to Intacct terms for Department do not sync over to Bill.com (e.g. we always display as "Department" in Bill.com). No sync for Department Groups.
Locations
Yes
Yes
N/A
Classes
Yes
Yes
N/A
Employees
Yes
Yes
N/A
Projects / Jobs
Yes
Yes
Projects / jobs cannot be created in Bill.com (jobs is readonly in Bill.com application).
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Payables
Currency
Yes
Yes
Multicurrency is not supported. Bill.com supports only one currency. By default it's set to USD, but you can change it in Sync Preferences. Note: If your Intacct account is a multicurrency account with multiple base currencies enabled, you will need to set the transaction currency in Bill.com to USD, for your unpaid bills to be synced to Intacct.
Bank account balance
Yes
No
N/A
Payment Terms
No
No
Currently, Payment Terms don't sync from/to Intacct.
Attachments
No
No
Bill.com doesn’t sync attachments to/from Intacct. Use Bill.com to directly upload attachments.
Approvals
No
No
Bill.com doesn’t sync approvals to/from Intacct.
Vendors
Yes
Yes
Tax1099 works differently in Bill.com than Intacct. See best practices below to set up 1099 in Bill.com with Intacct. If you create two vendors with the same name in Intacct, only the first one will sync to Bill.com; the second one will result in a sync error. Bill.com uses the Vendor Name for matching, so Name should be unique within Bill.com to avoid duplicates.
AP Funds Transfer
No
Yes
We only support funds transfer for one location per bill.com account.
Bills
Yes, only unpaid bills
Yes
Partially and fullypaid bills will not sync from Intacct to Bill.com. When a bill with a voided payment is deleted in Bill.com, the deletion cannot sync to Intacct it must be manually reversed in Intacct.
Bill Payments
No
Yes
Payments made in Intacct do not sync to Bill.com. Partial payments: Payments cannot be applied to specific bill line items. Voided payments: If a user wants to void a payment and use a specific date, the best practice is to void in Intacct and then in Bill.com.
Vendor Credits
Yes, unapplie d vendor credits.
Yes
Intacct doesn't allow us to specify which vendor credit was used in Bill.com. Neither partial nor full vendor credit applications sync from Intacct to Bill.com.
Purchase Order
Yes, once POs converte d to
N/A
You cannot view POs in Bill.com. Bills created from POs (and synced from Intacct) should not be edited in Bill.com, or sync errors will occur.
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unpaid bills. Receivabl es
Customers
Yes
Yes
If you create two customers with the same name in Intacct, only the first one will sync to Bill.com; the second one will result in a sync error. Bill.com uses the Customer Name for matching, so Name should be unique within Bill.com to avoid duplicates.
Invoices
Yes, only unpaid invoices.
Yes
Locations, Classes, Projects, and other dimensions are not currently supported. Bill.com supports sales tax as an invoice line item, associated with a sales tax GL account.
Advance Sales Tax
N/A
N/A
You can't create invoices in Bill.com if you use advance sales tax. You need to use Intacct to create invoices with advanced sales tax and sync will bring those over to Bill.com for payment.
Items
Yes
Yes
The sync can't bring Items’ related Chart of Account and Price from Intacct into Bill.com. This functionality is not available in the Intacct API.
AR Payments
No
Yes
Payments made in Intacct do not sync to Bill.com. You can't apply payment to a specific invoice line item. Voided payments: Payments that have synced, and are then voided, will generate a sync error, instructing the user to manually void it in Intacct. The ability to sync the void of a previouslysynced AR payment is not available in the Intacct API.
Credit Memos
No
No
Currently, Credit Memos don't sync to/from Intacct. They need to be manually applied in both Bill.com and Intacct.
AR Funds Transfer
No
Yes
N/A
AR Payment Convenience Fee
No
Yes
N/A
Sales Order
Yes after SOs are converte d to unpaid invoices.
N/A
You cannot view SOs in Bill.com. Invoices created from SOs (and synced from Intacct) should not be edited in Bill.com, or sync errors will occur.
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1.2 What’s coming? We are continuously improving our Intacct sync for a world class experience. For latest updates on sync improvements, click here .
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2. Which Bill.com Intacct Configuration to Use? 2.1 Decision Tree
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2.2 Recommended configuration for the best sync experience The sync between Bill.com and Intacct will mimic your standard Intacct workflow. For SingleEntity accounts, there are no permissionlevel issues. With MultiEntity accounts, there are intrinsic Intacct permissions the sync must follow. For example, if you have a MultiEntity account and create a Vendor in Intacct at the Root Level, you will not be able to edit the Vendor at the Entity Level. The same goes for the sync. If you are syncing at the Root Level and create a Vendor, the Vendor will be managed at the Root Level, and cannot be edited at the Entity Level. The sync will follow the same program logic when it comes to Edits/Permissions in Intacct itself. This might appear as a sync limitation but it is actually following Intacct’s program logic. Below is a table with all the configurations we support. They vary based on the complexity of the configuration. Configuration
A: Single to Single
B: Multiple to one Entity
C: Single to Root
D: Multiple to Root
E: Single to one Entity
F: Multiple to Each Entity
Descriptio n
Single Bill.com Account syncing to a Single Intacct Entity
Multiple Bill.com Accounts syncing to a Single Intacct Entity
Single Bill.com Account syncing to the Root Level of MultiEntity
Multiple Bill.com Accounts syncing to the Root Level of MultiEntity
Single Bill.com Account syncing to MultiEntity (Entity)
Multiple Bill.com Accounts syncing to MultiEntity (Entity)
Sync Login/User
Company ID with or without Entity ID
No Entity ID
No Entity ID
No Entity ID
No Entity ID
Enter Entity ID
Enter Entity ID
Bill.com Clearing Bank Account
Where is the bank account set up and owned?
Standard Level
Standard Level
Root Level
Root Level
Entity Level
Entity Level
Funds Transfer Bank Account
Where is the bank account set up and owned?
Standard Level
Standard Level
Root Level
Root Level
Entity Level
Entity Level
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Lists Where are (Vendors, GL they set Accounts, etc) up?
Standard Level
Standard Level Lists will sync into each of the Bill.com Accounts
Root Level Unrestricted
Root Level Unrestricted, Lists will sync into each of the Bill.com Accounts
Entity Level
Entity Level
Bills/ Invoices/Vend or Credits
Where are they set up?
Standard Level
Standard Level (1 way) [1]
Root Level
Root Level (1 way) [1]
Entity Level
Entity Level
Expected Limitations
Objects created at Entity will not sync to Bill.com
Objects created at Entity will not sync to Bill.com
Objects created at Root cannot be edited via the sync (i.e. updates in Bill.com will not sync to Intacct)
Objects created at Root cannot be edited via the sync (i.e. updates in Bill.com will not sync to Intacct)
Sync Setup Guide
Which sync manual should I use?
Standard Guide
Standard Guide
Standard Guide
Standard Guide
MultiEntity Guide
MultiEntity Guide
Notes
Configuration not recommended if using multiple Locations
Need to code transactions to Location
Configuration not recommended if using multiple Locations
● ● ● ● ● ● ● ●
[1] The sync will be limited to syncing transactions one way from Bill.com to Intacct. Syncing transactions from Intacct to Bill.com is not supported with this configuration. [2] For the ideal integration for Configuration 5 & 6, Lists and Transactions should be set up and managed at the Entity Level. If the Lists or Transactions are set up at the Root level, it is recommended to set up the sync at the Root Level (see Config. 3 or 4). The integration will work at the Root Level, but updates made in Bill.com will not sync and will create sync error notifications. Configurations 36 are under the assumption that the MultiEntity account is Shared. For MultiEntity (Distributed), use Configuration 1 or 2. Reconciliation & Ownership = Setup Level. Setting up the sync in opposition to this rule will cause sync errors and integration issues. Edits are based on permissions in Intacct. If set up in Entity, then ID, Name, and Contact should be unique. Automatic InterCompany Transfers = Root Level set up only.
3. How do I set up my account? ● ●
For Configurations A, B, C or D , refer to the Standard Sync Setup guide . For Configurations E or F , refer to the MultiEntity Sync Setup guide .
4. Best Practices Overview ●
Chart of Accounts ○ To make a Chart of Account type Bank or Credit Card in Bill.com, you need to create a bank account or charge account in Intacct, and associate it to the corresponding Chart of Account.
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Vendor 1099 ○ Bill.com tracks whether vendors are 1099 or not. Bill.com doesn't contain information about the 1099 box or type. Therefore, 1099 vendors created in Bill.com are created in Intacct as form1099type=MISC and form1099box=7 . If this default value is not what you need for your 1099 vendors, you should always create your 1099 vendors in Intacct so you can select the correct form type / box. 1099 Line Items ○ Bill.com doesn't support selecting the form1099 per bill line item. Instead, you need to set the field 1099 Category on the chart of account(s) used on bills line item to any value other than "None" so they will sync as form1099=true to Intacct. Otherwise it will be synced as false. Bills ○ Only unpaid bills sync from Intacct into Bill.com, so you should always initiate payments in Bill.com. On the Bill.com Pay page you can pay via Bill.com (check or ACH), select to print check in Intacct, or record payment made outside of Bill.com. The sync will send the related payment or check to be printed in Intacct. ○ We can't update paid bills in Intacct. If you plan to reclassify bills in Bill.com after they are paid, you need to enable Reclassify transactions in your Intacct configuration to avoid sync errors. ○ Any POs in Intacct will sync to Bill.com once they are converted to unpaid bills. Once they sync, they are ready to be approved and paid. ○ In order for bills to sync seamlessly into Intacct, you’ll need to disable approval in Intacct. This option is found under Accounts Payable > Configure Accounts Payable > Payment Approval Settings section. You’ll need to uncheck the “Disable Approval” option. If you choose to have this option unchecked, you’ll need to approve all bills for payments to be recorded. Vendor Credits ○ Only unpaid vendor credits sync from Intacct, so you should apply vendor credits in Bill.com. When you make a payment with the vendor credit, we will sync it to Intacct where it gets automatically applied, based on the oldest available vendor credit. If you didn’t use the oldest available vendor credit when applying in Bill.com, you will need to manually update, in Intacct, which vendor credit was applied. ○ Vendor Credits can sync to Bill.com but the application of the vendor credit is not supported. You will need to apply the vendor credit manually in Bill.com. Credit Memos ○ Currently, Credit Memos don't sync to/from Intacct. They need to be manually applied in both Bill.com and Intacct. Bills/Invoices using Items Always code the bill/invoice with an Account. The integration doesn’t sync the Account associated to the Item
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5. Resources Below, find some additional resources we think will be helpful for setting up your Bill.com account, and understanding how Bill.com works. Getting started with Bill.com Setting up your bank account in Bill.com Reconciling your bank account Bill.com Money Out Clearing Canceling Scheduled Payments
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