Create Emburse Professional User Roles in Intacct for the Emburse Intacct Connector

As part of the Emburse Intacct Connector, Employee or Vendor records from Intacct will sync to Emburse Professional to create or modify user records. One of the data points on the user record that will sync is the Emburse Role field. Because the Emburse Role is not native to Intacct, an administrator must create a custom role field in Intacct and assign it to the users whom you would like to sync to Emburse Professional.

Step 1: Create a Custom Field

Begin by creating a custom field in Intacct that contains the four unique Emburse Professional user roles: Employee, Manager, Executive, and Accountant.

1. Select Customization Services, then click the plus next to Custom Fields.

   

2. Choose the object with which the custom field will be associated. 
   • If your users are stored as Employees in Intacct, choose Employee.
   • If your users are stored as Vendors in Intacct, choose Vendor. 

   Click Next to continue.

   

3. Select Picklist and then click Next to continue.

   

4. Set the label to Emburse Role. Enter the following Pick values:
   • Employee
   • Manager
   • Executive
   • Accountant

   The Field ID will be autogenerated, but you can adjust it if necessary. The Field ID will be needed in a future step when configuring the connector settings.

   Optionally, you may enter a Description to further describe the purpose of the field.

   

5. If you wish to customize the location of the new field, you may do so before clicking Done to save the field.

   You do not have to make this field required on your Employee or Vendor record in Intacct, but if it is left blank, that Employee or Vendor will not be synched to Emburse.

   If your organization needs to sync both Employee and Vendor records as users to Emburse, you will need to repeat this custom-field-creation process a second time to make a similar role field on the Vendor record in Intacct.

   

Step 2: Assign the Emburse Role to Employees or Vendors in Intacct

Once the custom field has been created, you may begin to assign a role in Intacct to each Employee or Vendor you plan to sync as a user to Emburse. Each role (Employee, Manager, Executive, or Accountant) provides specific permissions and functionality to a given user.

To learn more about Emburse Professional user roles and the access they give each user, be sure to view our article on Emburse Professional User Roles.

1. If your users are entered as Employees in Intacct, select Applications > Expenses > Employees.

   

   If your users are entered as Vendors in Intacct, select Applications > Accounts Payable > Vendors.

   

2. Click Edit to edit the desired Employee or Vendor record.

   

3. On the Employee record, locate the Emburse Role field and select the appropriate role for this employee. The value selected here will sync to Emburse Professional when the user record is created or updated.

   

   Vendor records can be updated in the same way, by locating the Emburse Role field on the Vendor record in Intacct.