Configure the Emburse Intacct Connector

After you have enabled the Web Services subscription and assigned Emburse Professional user roles to your employees and/or vendors in Intacct, you will need to configure the Emburse Intacct Connector to ensure the integration aligns with your organization’s requirements.

To access your Intacct Connector settings, click System Configuration and, under System Integrations > View & Edit Integrations, click Emburse Sage Intacct Connector.

On the Intacct Integration homescreen, select Settings.

The Settings window will open to the Account Credentials tab.

Account Credentials

Enter your organization’s Company ID, as well as the Intacct User ID and Password of the web services user created in the previous step. Click Authenticate to test your connection.

The Emburse Intacct connector will test the connection to ensure a link has been established between the two systems. A message will be displayed upon successful connection.

General Settings

The General tab allows you to enable the specific objects you would like to import to your Emburse Professional account.

• Although not listed, Entities from Intacct will import by default and can be mapped to an Employee GLD or Expense GLD in a future step.
• Class is optional and will map to an Employee GLD or Expense GLD in a future step.
• Department is required and will map to the Emburse Professional Department field automatically.
• Employee and/or Vendor lists can optionally import to an Expense GLD field (if users should select an Employee or Vendor on each expense line).
• Location is optional and will map to an Employee GLD or Expense GLD in a future step.

Custom Fields

If you wish to import your Intacct custom fields to Emburse, Toggle the slider and search for the applicable fields. The connector supports any custom fields which are configured as a Picklist in Intacct and attached to any of the following objects: Employee, Vendor, Employee Expense, Employee Expense Detail, AP Bill, AP Bill Detail.

You will choose to map these fields at the Employee level (assigned to the user's profile) or the Expense level (selections assigned to the expense line) in Emburse in a later step.

Users

The Emburse Intacct user synchronization automates user provisioning in Emburse Professional by importing user records, approvers, and roles from Intacct. Your Emburse Professional user list will be populated from your Intacct Employee list, Vendor list, or both. Only Individual-type vendors will be imported to Emburse Professional as users, if enabled.

Employees

To synchronize employee records from Intacct to Emburse Professional, select Sync Employees as Users.

By default, any active employee records in Intacct will synchronize to Emburse Professional. If you would like to filter your employee list to only synchronize a subset of employees to Emburse, follow the steps here to create a custom field to designate which employees should and should not synchronize.

Filter Employees by Custom Field ID

Enter the Custom Field ID associated with the Custom Field checkbox that denotes whether an Employee should sync to Emburse. This will ensure only the Employee records that have the box checked will be imported to Emburse.

User Role

User Role is a required field in Emburse Professional, and each Intacct employee record must have a role supplied when the record is created in Emburse. Emburse Professional user roles must be created and assigned to applicable employee records in Intacct before synchronizing to Emburse Professional.

Within the User settings, enter the Custom Field ID associated with the User Role field in Intacct to ensure user records are created with the appropriate role. Emburse Professional roles are Employee, Manager, Executive, and Accountant. 

Vendors

To synchronize vendor records from Intacct to create users in Emburse Professional, select Sync Vendors as Users.

By default, any active vendor record in Intacct will synchronize to Emburse Professional if

• the vendor is configured as an Individual Person, and
• the vendor record has a first name, last name, and email address.

If you would like to filter your vendor list to only synchronize a subset of vendors, use the Filter Vendor by Custom Field ID option.

Filter Vendors by Custom Field ID

To only import a subset of your vendor records as users, we recommend creating a Custom Field checkbox on the vendor record in Intacct. Only the selected records will be synchronized to Emburse Professional.

Enter the Custom Field ID associated with the custom field you created to synchronize the user records on which the Custom Field box has been checked.

First-Level Approver Mapping

First-Level Approver is required to create a user record in Emburse Professional. Each vendor record in Intacct must be customized to include an Approver field, which will synchronize to Emburse Professional as the First-Level Approver.

Create a custom field in Intacct to store each vendor’s approver, and then enter the Custom Field ID in the field provided. 

User Role

User Role is a required field in Emburse Professional, and each user must have a role supplied when the record is created. Emburse Professional user roles must be created and assigned to applicable vendor records in Intacct before synchronizing to Emburse Professional.

Enter the Custom Field ID associated with the User Role field in Intacct to ensure user records are created with the appropriate role. Emburse Professional Roles are Employee, Manager, Executive, and Accountant. 

Department/Class/Location Fields

To assign each user's Department, Class, and Location you must create custom fields on your Intacct Vendor object.

• Department is required, and a custom field must be created and assigned to your vendors before they are imported to Emburse
• Class and Location are optional fields that only need to be added to your vendor records if you want the users in Emburse to have a default value assigned.

Please review our Getting Started article for detailed instructions on creating custom fields for Department/Class/Location objects. 

Customers & Projects

The Emburse Intacct Connector includes an optional synchronization of your organization’s Customer and Project lists. Choosing to synchronize these lists will allow your employees to link expenses to a specific customer and project, track billable transactions, and assist with project budgeting.

To enable the Customer and/or Project Sync, toggle each slider. 

Both the Customer list and the Project list will map to an Expense General Ledger Dimension (GLD). We will map each field to a specific GLD in a future step.

By default, all active Customer and Project values will import to Emburse Professional. If necessary, you may filter your Customer list with a custom field. Projects may be filtered by a custom field or by project status. 

Synchronize by Custom Field

You may use a custom field to import specific Customer or Project values. To use this option, create a Custom Field checkbox in Intacct, assign it to either the Customer or Project object, and enter the Custom Field ID in the field provided.

Once the custom field has been created in Intacct, take a moment to select the customers or projects that should import to Emburse by selecting the newly created checkbox on each applicable customer or project record.

You may choose to either include or exclude the Project or Customer values that have the Custom Field check box selected. 

Synchronize by Status

Alternatively, Project values can be imported based on the project’s status in Intacct.

In the example below, only the projects with a status of Active or On Hold would import to Emburse Professional and be available to users when they are submitting expenses.

Expenses

Use the Expenses section to customize how your organization’s expense report data exports to Intacct.

Synchronize Expense Types

Synchronizing Expense Types is mandatory if you plan to export reports to the Expense Report module, or as a Vendor Bill, to Intacct. Expense Types from Intacct will import to Emburse as Expense Categories. Users will select an Expense Category for each expense submitted.

Export Reimbursable Expenses

Toggle on the Export Reimbursable Expenses setting to enable the export of reimbursable expenses from Emburse. 

Choose if you would like to export reimbursable expenses as Expense Reports (to post to the Expense module in Intacct), Vendor Bills, or as Journal Entries. Journal Entries will post directly to the General Ledger in Intacct.

Export as Expense Reports/Vendor Bills 

If the Expense Reports setting is selected, additional settings will become available.

• Emburse Report Number: By default, Emburse will map the expense report’s approval code to the Report ID field in Intacct. If preferred, you may enter a text prefix that will prepend the approval code in Intacct’s Report ID field.
  • For example, entering a text prefix of “EMBURSE” will mean that the Report ID field in Intacct will be populated with “EMBURSE-20”, where “20” is the approval code of the expense report in Emburse.
• Set Approval State: Choose whether expense reports should post to Intacct in a Submitted state or a Draft state. We recommend posting as Submitted, since the report has already been submitted and approved in Emburse.
• Set GL Posting Date: Choose whether the GL Posting Date in Intacct should be set based on the Export Date or on the oldest or newest expense line in the report.

If the Vendor Bills option is selected, additional settings will be available.

• Emburse Bill Number: To easily identify bills that were created by Emburse, enter a prefix like EMB. The value will be prepended to the default Intacct bill number, making it easy to distinguish bills created by Emburse from bills created by other systems or processes.
• Set Bill State: Select the default status for all Vendor Bills exported from Emburse Professional. We recommend exporting all Vendor Bills as Submit, since the expense report in Emburse has already been submitted and approved.

Note: If your organization has some employees configured as Employees in Intacct, and other employees as Vendors, you will need to enable both Expense Report and Vendor Bill export options.

Post as Journal Entries

If Journal Entries is selected, processed expense reports will export directly to the General Ledger in Sage Intacct. Additional settings will become available when selected.

• Journal Entry Symbol: Enter the Intacct Journal Entry ID to use when exporting expenses. Available symbols can be found in Intacct under the Journal Entries page.
• Offset Account: Enter the GL Account to use to offset expense lines in the journal entry.

Export Company Paid Expenses

Toggle on the Export Company Paid Expenses setting to enable the export of non-reimbursable expenses from Emburse. Non-reimbursable expenses can export to Intacct as a Cash Management transaction, a Vendor Bill, or as Journal Entries.

Export Cash Management Transactions/Vendor Bills

Select Cash Management Transactions if you would like your company paid non-reimbursable credit card expenses to post to the Cash Management module in Intacct.

Select Vendor Bills if your company credit card program is configured as a Vendor in Intacct.

• Emburse Bill Number: To easily identify bills that were created by Emburse, enter a prefix like EMB. The value will be prepended to the default Intacct bill number, making it easy to distinguish bills created by Emburse from bills created by other systems or processes.
• Set Bill State: Select the default status for all Vendor Bills exported from Emburse Professional. We recommend exporting all Vendor Bills as Submit, since the expense report in Emburse has already been submitted and approved.

We will map your credit card programs in Emburse Professional to an Intacct vendor in a future step.

Post as Journal Entries

If Journal Entries is selected, non-reimbursable expenses will export directly to the General Ledger in Sage Intacct.

• Journal Entry Symbol: Enter the Intacct Journal Entry ID to use when exporting expenses. Available symbols can be found in Intacct under the Journal Entries page.
• Offset Account: Enter the GL Account to use to offset expense lines in the journal entry.

Export Expense Attachments (Receipt Images)

Toggle the Export Expense Attachments option if you would like receipt image files to export to Intacct. The images will post to the Emburse Receipts folder in Intacct.

Review

Any time your settings are modified, a review is required before synchronizations can resume. Click Check Your Configuration to review your changes.  

The Emburse Intacct connector will validate that all your settings are accurate, including a check that all IDs provided in the settings are present in Intacct. A success message will appear after the validation is complete.

When the settings are validated, click Save And Close. Please proceed to Map Intacct Objects to Emburse Professional to continue setup.