The Sage Intacct Connector is an API-based bidirectional sync. The sync imports your company's organizational data (users, entities, departments, etc) into Certify from Intacct, and exports expense report data into Intacct.
The following objects from Intacct can be configured to import to your Certify instance:
- Entities
- Suppliers/Users
- Departments
- Classes
- Cost Types
- Customers
- Items
- Locations
- Projects
- Tasks
For data export back to Intacct, reimbursable expenses can be exported from Certify and imported to Sage Intacct as AP Bills or into Intacct's Expense Report module, while non-reimbursable expenses can be imported as credit card transactions, AP Invoices, or GL Journals.
After installing and registering the Sage Intacct, it's time to configure the Connector. This article shows Certify Administrators how to configure the Sage Intacct Connector.
Entities
Before configuring the Connector, you will want to consider how to process your expense reports. Intacct is a multi-entity system, and you may want to process different expense reports for different entities. Because Certify is a single entity system, we need to consider how to configure the Connector to integrate into the required entities.
If you wish to map expense reports to a specific entity in Intacct, each employee in Certify must be assigned to an Entity in Certify. This is achieved by configuring an Employee Level General Ledger Dimension. In Certify, open Configuration and select General Ledger Dimensions. Using the first Employee General Ledger Dimension field, enter ENTITY as the label and mark the GLD as In Use.
Please Note: If necessary, Intacct Entities can be configured at the Expense Report General Ledger Dimension level. Contact your Certify Implementation Representative or Certify Support for more information.
Entity mapping from Intacct to Certify:
|
Sage Intacct |
Certify |
|
LOCATION ENTITY |
Employee GLD 1 |
|
NAME |
Employee GLD 1 Name |
|
LOCATIONID |
Employee GLD 1 Code |
|
1 |
Active |
Configure the Entities in Intacct
You will need to configure the Connector for each entity that should connect to Certify. Additionally, you can configure rules for the Top Level but the Top Level should not be used to configure the expense report export (unless advised by the implementation consultant). This should only be used for importing data to Certify such as Vendors/Suppliers and Dimensions. If you configure the expense report settings at the Top Level, they will be ignored by the Connector.
To configure an Entity in Intacct, login to the specific entity and select the Configuration menu option from the Emburse Certify application menu. On the Integration tab, enter an administrator email address.
To configure how expense reports are processed, select the Expenses tab.
The first section determines which level the expense transactions are posted at. By default, the transaction will be created at the entity level, but by selecting the below option, the Connector will post the transaction at the Top Level:
Reimbursable/Employee Paid Expenses
The Employee Paid Expenses tab defines how reimbursable expense reports are exported to Intacct. Select Process Employee Paid Expenses if you want reimbursable expenses to export to Intacct.
Reimbursable expenses are processed as Vendor/Supplier bills in the AP module. If you wish to export data to Intacct's Expense Reporting module, please contact an Emburse Certify representative for additional configuration.
- The Last Processed field will update as reports are processed. Do not edit this field unless advised by an Emburse Certify representative.
- The Posting Action setting defines whether the AP Bill is created as a Draft in Sage Intacct, or automatically submitted.
-
If you are capturing tax values with your expense reports, select the Tax Detail for items with tax and the Tax Detail for those items with no tax (zero tax). Note that the Connector will not recalculate tax values - the tax is calculated by Certify.
Non-Reimbursable/Company Paid Card Expenses
The Company Paid Card Expenses tab defines how company-paid credit card expenses are imported into Intacct
- Check Process Company Paid Card Expenses if you wish to export non-reimbursable expenses to Intacct.
- The Last Processed field will update as reports are processed. Do not edit this field unless advised by an Emburse Certify representative.
- Within each Entity, you can choose to export non-reimbursable expenses to Intacct as Credit Card Transactions (Cash Management), Vendor/Supplier Invoices (AP), or Journals (GL).
- If you are capturing tax values with your expense reports, select the Tax Detail for items with tax and the Tax Detail for those items with no tax (zero tax). Note that the Connector will not recalculate tax values - the tax is calculated by Certify.
-
In the Payment Card Mappings section, map each Certify payment card type to a single Intacct Credit card ID. The credit card used in Intacct will be determined by the payment card type in Certify.
User Sync
The Sage Intacct Connector can be configured to export Vendors or Suppliers from Sage Intacct and import them into Certify as user records.
For Vendor/Supplier bills, each user is represented by a Vendor/Supplier account in Intacct. This can either be managed manually in Certify by assigning the Vendor/Supplier ID as the Employee ID, or by letting the Connector sync the Vendors/Suppliers to Certify. If you want the Connector to sync the vendors/suppliers, there are some things to consider.
Vendor/Supplier Types - your Intacct AP module is likely to contain Vendors/Suppliers that you trade with in addition to your employees. To ensure that only your employees are synced to Certify, you should assign the employees to a specific Vendor/Supplier Type. To set up a type for your employees, select the Accounts Payable application in Intacct. Next, select the Setup tab and the Types menu option in the Vendor (or "Supplier"), section. Click "Add" and enter the details for your employee type, for example:
Click Save to save your new Vendor Type.
Once Saved, you will need to assign each employee to this type by editing the employee record in Intacct, selecting the Additional information tab, and selecting the type:
Another consideration is the Entity to which each employee's Vendor/Supplier account is configured in. Typically, Vendor/Supplier accounts are defined at the Top Level, but you may also choose to store them at the Entity level. The Connector can work with both scenarios. If you store your employees at the Top Level, open the Emburse Certify Configuration menu option in the Top Level, select the Suppliers tab and select the Process Suppliers option. Select the Supplier Type that contains your employee records which was created previously.
Note that if you sync Vendors/Suppliers from the Top Level, the Connector will not be able to determine the Entity to which the employee belongs and will create the user account without an Entity association in Certify. To account for this, Administrators can manually edit the user record and assign an Entity value.
If your employee records are held at the entity level, open the Emburse Certify Configuration menu option in the required entity and complete the information as above. Where the employees are managed at the Entity level, the Connector will link the employee record in Certify to the Entity in which they belong during synchronization.
The Connector will create the basic user record in Certify, but additional manual edits will be required to assign the user to a Department and assign approvers as Intacct does not hold this additional information. Additionally, as noted above, each user will need to be assigned to an Entity by selecting the required Entity from the Employee GLD record created earlier. Without this association, the Connector will not be able to import reports for this employee.
Vendor/User mapping from Intacct to Certify:
|
Certify |
Sage Intacct |
|
Users |
Vendors |
|
Employee ID |
Vendor ID |
|
Email Address |
Primary Contact Email Address |
|
First Name |
Primary Contact First Name |
|
Last Name |
Primary Contact Last Name |
|
Mobile Phone Number |
Primary Contact Mobile |
|
Default Currency |
Intacct Default Currency |
|
Default Language |
*Not Mapped* |
|
Department |
*Not Mapped* |
|
User Role |
*Not Mapped* |
|
Administration Level |
*Not Mapped* |
|
General Ledger Dimensions |
*Not Mapped* |
|
First Approver |
*Not Mapped* |
|
Second Approver |
*Not Mapped* |
|
Accountant |
*Not Mapped* |
Departments
By default, the connector will map your Departments from Sage Intacct to the Department field in Certify. No additional configuration is required to enable this sync.
Please note that Departments will need to be assigned to each user in Certify manually, as Intacct does associate Departments with Users in the same manner as Certify.
Department mapping from Intacct to Certify:
|
Sage Intacct |
Certify |
|
Department |
Department |
|
DEPARTMENTID |
Department Code |
|
TITLE |
Department Name |
|
STATUS |
Active Status |
General Ledger Dimensions
The Sage Intacct Connector allows you to map your dimensions from Intacct to Certify's Expense Report General Ledger Dimension fields. Please Note: If you would prefer to map some dimensions to an Employee Level Dimension in Certify, please contact your Implementation Consultant for further assistance.
To view and edit the dimensions mappings, open the Emburse Certify menu and select Configuration, then select the Dimensions tab. Please Note that Dimensions are mapped at the top level. The following GLDs can be mapped:
- Classes
- Cost types
- Customers
- Items
- Locations
- Projects
- Tasks
Certify supports up to five Expense Report Level Dimensions. You can define up to five Intacct dimensions to map. Simply select the required Intacct object from the list against the Certify GLD number and indicate whether you wish to synchronize to Certify. Additionally, select whether you wish to use the GLD on the report transaction.
In the example below, the Class object in Intacct is mapped to Certify's Expense Report GLD field 1. This will be synced to Certify and additionally, when a reimbursable report is processed, the Class on the AP Bill will come from GLD 1. In addition, when a non-reimbursable report is crated, the Class on the credit card transaction will come from GLD 1. Similarly, GLD 2 is mapped to Location and GLD3 is mapped to Customer.
Please note: The associated GLD's must be manually activated in Certify before the values are synchronized by the Connector. You can enable General Ledger Dimensions in Certify by selecting Configuration and selecting General Ledger Dimensions.
Once the Configuration is complete, click the Data Sync option to initiate a sync of the Intacct objects to the respective Certify GLD fields. Details of the synchronization will be recorded in the transaction logs (more information below).
SIG Tax
By default, the Connector is enabled to support the Intacct Taxes subscription.
This module is the standard method of tax calculation for Intacct implementations since 2020. If the above subscription is enabled, the Connector will support this. For older implementations in the US, the SIG Tax Module may be used and will be installed via Platform Services and Customizations Services - not through the Subscriptions. If you are using the SIG tax module, please discuss with your Emburse implementation consultant as the Connector is likely to need additional configuration depending upon your environment. Please Note that the additional configuration will increase the length of your implementation.
Expense Report Export
Expense Reports are exported to Intacct at 5:00am UTC and will process all reports for the previous day. Please note that this time is subject to change depending upon the volume of reports. The Connector will read through all expense reports and split them based on their reimbursable and non-reimbursable status. The Certify Employee GLD 1 value will determine which Entity a report belongs to and the reports for each entity are batched together. Depending upon the configuration, the following transactions may be processed:
AP Bills
All reimbursable invoices (and if configured, non-reimbursable reports), will be imported as Vendor/Supplier Bills. Bills will be created in the currency of the expense report.
The AP Bill header values are mapped as follows:
| Intacct | Certify | Notes |
| Vendor ID | Employee ID | For reimbursable reports, the employee ID is used as the vendor ID. For non-reimbursable reports, the vendor ID will be mapped to the payment card type (see below) |
| Created date | Processed date | The date the report is created comes from the report processed date but can be configured to be the last date of the report |
| Payment date | Processed date | The date the report is created comes from the report processed date but can be configured to be the last date of the report |
| Posted date | Processed date | If the Connector is configured to post the report, the posting date is determined by the processed date |
| Record ID | If the report is reimbursable, the Certify report name is used. If non-reimbursable, the expense ID is used | |
| Description | For reimbursable reports, the Certify report description is used. For non-reimbursable reports, a combination of the report name and the employees name is used | |
| Document number | Report ID | |
| Due date | If the Certify reimbursed date is set, this is used as the due date, if not, the processed date is used | |
| Base currency | Currency | |
| Currency | Currency | |
| Action | As documented earlier, the posting type is determined by the Connector configuration |
For each line on the report, the values are mapped as follows:
| Intacct | Certify | Notes |
| Account number | Expense GL code | |
| Department | Department | |
| Location | Entity | |
| Billable | Billable | |
| Entry Description | If the line description was entered, this is used, otherwise, if the vendor has been entered in Certify, the expense reason and the vendor is used. If no vendor was entered, the reason is used. | |
| Transaction amount | Converted amount - tax | The amount of the expense line less tax in the employee currency |
| Class | GLD | If mapped to a Certify GLD, this GLD will be used |
| Project | GLD | If mapped to a Certify GLD, this GLD will be used |
| Location | GLD | If mapped to a Certify GLD, this GLD will be used |
| Customer | GLD | If mapped to a Certify GLD, this GLD will be used |
| Task | GLD | If mapped to a Certify GLD, this GLD will be used |
| Cost Type | GLD | If mapped to a Certify GLD, this GLD will be used |
| Item | GLD | If mapped to a Certify GLD, this GLD will be used |
| Employee | GLD | If mapped to a Certify GLD, this GLD will be used |
| Tax | Tax | If a tax solution is enabled and the expense has a tax value, this value is used. The Tax detail will be determined by the configuration for reimbursable/non-reimbursable expenses (see section on configuring the Connector) |
For reimbursable reports, the vendor for the bill is determined by the Employee ID defined for the Certify user account. For non-reimbursable reports, the vendor is determined by the payment card type for the report in Certify. The payment card type is used to identify the payment card program in use (Amex, Visa, etc). Your Emburse Certify implementation consultant will need to be informed as to which vendor you will use for each payment card type. It is important to note that only one vendor per payment card type can be used - you cannot have a separate vendor for each employee card unless each employee has their own separate payment card type.
Credit Cards
Non-reimbursable expenses can be imported as credit card transactions in the Cash Management module in Intacct. It is important to note that each expense line is split into a separate credit card transaction.
The credit card used is determined by the payment card type in Certify. Each payment card type can be mapped to a single Intacct credit card per entity. Your Emburse implementation consultant will need to be informed as to which Intacct card you will use for each payment card type.
Credit Card Transaction Header:
| Intacct | Certify | Notes |
| Card | Payment card type | As noted above, the payment card type is used to determine the card that will be used to create the transaction. |
| Currency | Expense item currency | |
| Description | Report name | |
| Payee | Vendor | |
| Payment date | Processed date | |
| Reference no | Transaction ID |
Credit Card Transaction Item:
| Intacct | Certify | Notes |
| Description | Reason | |
| GL account number | Expense category GL code | |
| Department | Department | |
| Location | GLD | If mapped to a Certify GLD, this GLD will be used |
| Class | GLD | If mapped to a Certify GLD, this GLD will be used |
| Project | GLD | If mapped to a Certify GLD, this GLD will be used |
| Customer | GLD | If mapped to a Certify GLD, this GLD will be used |
| Task | GLD | If mapped to a Certify GLD, this GLD will be used |
| Cost type | GLD | If mapped to a Certify GLD, this GLD will be used |
| Item | GLD | If mapped to a Certify GLD, this GLD will be used |
| Employee | GLD | If mapped to a Certify GLD, this GLD will be used |
| Payment amount | Expense amount less tax | |
| Total transaction amount | Expense amount less tax | |
| Tax | Tax | If a tax solution is enabled and the expense has a tax value, this value is used. The Tax detail will be determined by the configuration for reimbursable/non-reimbursable expenses (see section on configuring the Connector) |
For foreign currency expense items, the exchange rate is calculated by Certify - it will not be recalculated by the Connector or Intacct.
GL journals
Non-reimbursable reports can be imported as GL journals. Each report is processed as a separate journal.
Journal header:
| Intacct | Certify | Notes |
| Journal | The is set to "EEJ". Discuss with your Emburse implementation consultant if you require a different journal type. | |
| Batch date | Processed date | |
| Tax implication | Inbound | |
| Batch title | Report name | |
| History comment | Report description | |
| Reference no | Report ID | |
| Base location | EMPGLD1 | The location of the user (from employee GLD1) |
| State | Draft |
Each line on the report will post as a separate journal line:
| Intacct | Certify | Notes |
| Account no | Expense category GL code | For reversing posting, see below |
| Transaction amount | Expense value less tax | |
| Transaction type | "1" | |
| Department code | Department | |
| Class | GLD | If mapped to a Certify GLD, this GLD will be used |
| Project | GLD | If mapped to a Certify GLD, this GLD will be used |
| Location | GLD | If mapped to a Certify GLD, this GLD will be used |
| Customer | GLD | If mapped to a Certify GLD, this GLD will be used |
| Task | GLD | If mapped to a Certify GLD, this GLD will be used |
| Cost type | GLD | If mapped to a Certify GLD, this GLD will be used |
| Item | GLD | If mapped to a Certify GLD, this GLD will be used |
| Employee | GLD | If mapped to a Certify GLD, this GLD will be used |
| Description | Reason | |
| Converted currency | Currency | |
| Exchange rate | Calculated from Certify exchange rate for the report | |
| Tax | Tax | If a tax solution is enabled and the expense has a tax value, this value is used. The Tax detail will be determined by the configuration for reimbursable/non-reimbursable expenses (see section on configuring the Connector) |
As noted, each line on the expense report will be posted as a journal item using the GL code from the expense category in Certify. Additionally, the Connector will add a reversing line. The reversing GL code is mapped to the payment card type in Certify. Each payment card type can be mapped to a single Intacct GL account per entity. Your Emburse implementation consultant will need to be informed as to which Intacct GL account you will use for each payment card type.
Attachments
By default, the Connector will attach a receipt image to the transaction in Intacct. If an expense report has multiple receipts, then each receipt image will be attached to the transaction. These images are stored in the Certify attachment folder. Given that attachments in Intacct are stored at the header level and not the line level, all receipt images for each line (if the receipt image is available), are stored at the header level in Intacct:
Transaction Logs
For every transaction that the Connector attempts to create, the result of this transaction is stored in the transaction logs. You can view the Transaction Logs in Intacct by opening the Emburse Certify menu and selecting the Transaction Logs option.
By selecting a transaction log, you can view the details for the transaction, such as the record number of the transaction that was created if the transaction was successful, or the error message if the transaction failed. Each log item has a status:
- Processed - the transaction was processed successfully
- Retry - the transaction failed and the Connect will attempt to retry the transaction during the next run
- Ignore - the transaction will be ignored
If the transaction failed, the error message will be displayed - this is the Intacct error message and will give you an indication as to why the transaction failed. Correct the issue in either Certify or Intacct and let the Connector re-attempt to process the transaction during the next processing run. Occasionally when the transaction has failed, you may wish to create the transaction manually in Intacct. In this case, change the status to Ignore and click Save to update the error log.
The below example shows a failed transaction due to an invalid Employee ID - the transaction is set to retry during the next run:
Processing Reports
The Connector keeps a log during the processing runs. The reports can be viewed in Intacct by selecting the Emburse Certify application and the Integration Reports menu option.
The log details the various processing tasks including the sync of data to Certify and the import of the reports into Intacct.
An example of the log:
Synchronization Schedule
The Connector will run the synchronization process at 5:00am UTC and, if configured, will push updates to Certify of any changed Vendors, Departments, Entities, and Dimensions. Additionally, it will import expense reports if configured for an entity.
Additionally, and if the Connector version supports the functionality, a Data Sync button will be available on the Configuration page in Intacct for the Connector. This will push the above data into Certify but it will not pull expense reports.
Posting Dates
As noted previously, the Connector will process all expense reports since the last run plus any failed reports from a previous run. This is because Certify stores the reports with a posting date and the Connector uses this date to determine which reports need to be processed. It is therefore important to not backdate expense reports when setting a Processed Date in Certify. If the report is backdated, the Connector will not process it. Your Certify implementation consultant will be able to enable a setting to stop backdated postings.