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.
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.
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. Expense Types from Intacct will import to Emburse as Expense Categories. Users will select an Expense Category for each expense submitted.
Export Expense Reports
Toggling on the Export Expense Reports setting will enable the export of expense reports for Emburse, which will post as Expense Reports in Intacct. Enable this setting if you are importing employee records from Intacct.
When the Export Expense Reports setting is enabled, additional settings will become available.
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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.
Export Vendor Bills
Toggling on the Export Vendor Bills setting will enable Vendor Bill creation in Intacct. Enable this setting if you are importing vendor records from Intacct as users to Emburse Professional or if your credit card programs are configured as Vendors in Intacct.
Additional settings will be available with Export Vendor Bills enabled.
- 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.
- Reimbursable Expenses as Vendor Bills: Select this option if your employees are configured as Vendors in Intacct and you need Vendor Bills generated in order to reimburse the employees for their expenses.
An alternative way to track corporate card transactions in Intacct is to create a payable (Vendor Bill) for each Card Program. If your organization configures credit card programs as vendors in Intacct, enable the Corporate Card Expenses as Vendor Bills setting. This ensures the Vendor Bills created on export will be mapped to the appropriate credit card vendor.
We will map your credit card programs in Emburse Professional to an Intacct vendor in a future step.
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.