Sage Intacct Integration Setup Guide

Sage Intacct Integration Setup Guide

Connecting to Sage Intacct

As Sage Intacct and Lightyear are both cloud-based, set up and connectivity between the systems is seamless. Here's how!

Prerequisites

Subscribe to Web Services

You will need to add your Company's Sender ID to the Sage Intacct Allowed List.

Within Sage Intacct, go to Applications > Company > Subscriptions.

Scroll down until you see Web Services and click to Subscribe. (You will see a warning about additional charges, this can be ignored)

Adding Our Company IP Address

Our IP Address will need to be added in Sage Intacct to allow you to launch API Requests.

Go to Applications > Company > Company 

Go to the Security tab, and find the field Enforce IP Address Filters, click the Pencil icon below the IP Filter.

Select your User in the User Name dropdown menu and enter 52.24.2.56 in the Start IP Address and End IP Address fields.

Adding Lightyears' Company Sender ID

While in the Security tab, scroll down to the Web Services Authorizations and click the Add button.

You will need to create 2 for this set up.

First, create one with the following details:
Sender ID: ajax
Description: Added in case of authorization problems using AJAX gateway

Second, create another with the following details:
Sender ID: LightyearCloudMPP
Description: Sender ID for Lightyear AP System

Creating a User with Role-Based Security

Head over to Applications > Company > Roles

Click the Add button in the top right corner.

Give the user a name, something with Lightyear included, so it's easy to find.

Within Subscriptions, give the user access to the correct Modules - we would suggest:
  1. Administration - All
  2. Company - Read Only
  3. General Ledger - All
  4. Accounts Payable - All
  5. Projects - All (Only enable this if you are using Projects within Sage Intacct)

Be sure to Save your changes before you exit.

Once this is finished, you can link this Role to a specific user.

In Applications > Company > Web Service Users click Add in the top right

Enter the following information for the user:
  1. User ID
  2. Last Name
  3. First Name
  4. Email Address
  5. User Type = Business User
In the Roles Information tab, assign the user the same Lightyear Role as previously created. Click Save. You may see a warning message about an additional charge, this can be ignored.
The password for this user profile will be emailed to you from Sage - you will need this password later when connecting to Lightyear.

Creating a User with User-Based Security

In Applications > Company Web Service Users click Add in the top right

Enter the following information for the user and Save:
  1. User ID
  2. Last Name
  3. First Name
  4. Email Address
  5. User Type = Business User
Once created, go to the Roles Information tab and assign the Role that is created in part one of the Creating a User with User-Based Security section.

Establishing the Connection

Within Lightyear, on the Navigation Pane, head over to Settings > Accountancy > select Sage Intacct > Connect

You’ll see a pop up modal asking for you to select the set up you have within your Sage Intacct account (don’t worry, this can be changed later). More information about what each option is can be found below!

Once you have changed the settings to your liking, click Confirm & Connect.

You will be asked to enter the Company ID, Webservice ID and Web Service Password. We would recommend using a Web Service User to create the connection in Lightyear. Information on how to set this up is found here.

Company ID: Can be found in Sage Intacct under Company > Company Information > General Information > ID
Webservice ID: This is the ID of the Web Service User profile
Web Service Password: The Web Service User profile password emailed from Sage

The last step is to choose your Sage Intacct Entity from the dropdown menu. 

Each entity will relate to a location, e.g. United Kingdom, Australia, United States, etc. If you have multiple Lightyear accounts set up for multiple locations, connect the account to the corresponding location - Lightyear UK to Sage Intacct UK.

Lightyear will automatically sync the following data back from Sage Intacct which are required to process your payables bills: 
  1. Dimensions (Departments, Classes, Items, Locations, Projects, Customers)
  2. Supplier Cards
  3. GL Codes
  4. Tax Rates
The name of the Sage Intacct company will be displayed once the connection is established to inform you which account is connected. The connection will remain active even when you log out and back into both systems and any user with Export permissions within Lightyear will be able to export bills to Sage Intacct.  

Syncing of your Lightyear and Sage Intacct account is now complete and you will be connected.
Please Note: This user will not be able to log into Sage Intacct. The main purpose of the user is to create the connection between Lightyear and Sage Intacct.
If you do nothing else in this section, please ensure you skip ahead to set your default tax rates before you move on. Trust us, it will make your life SO much easier moving forward

Software Settings

Customize your Sage Intacct settings by selecting Accountancy Software Settings.  In this section, you can:
  1. Turn on up to 2 Dimensions
  2. Automatically apply GL Codes on line item level
  3. Turn on or off the ability to send attachment to Sage Intacct
  4. Attachment Folder
  5. Group line item data

Do you use Departments/Classes/Items/Locations/Projects/Customers ?

Select up to 2 Dimensions to use within Lightyear. Turning any combination of these Dimensions to Yes will sync the data across from Sage Intacct.

Automatically apply GL Codes on a line item level?

  1. Yes - Save time by coding it in Lightyear, and we’ll remember the next time we extract the line item that you’ve coded the supplier lines to.
  2. No - Keep these blank for you to code individually.

Send attachment to Sage Intacct?

  1. Yes - this will send a copy of the document upon export, which can be found as an attachment to the document in Sage Intacct.
  2. No - this will only send your bill data to Sage Intacct, along with a URL of the document within Lightyear
If you choose to send the attachment to Sage Intacct, this will be added to the Attachment field in each Bill/Adjustment.

Attachment Folder

If you choose Yes on the Send Attachment to Sage Intacct option, the field for Attachment Folder will become available.

The Attachment Folder will vary depending on what is set up in your Sage Intacct account. Select the dropdown beside the field, and select the place you want the attachments to be saved.

This attachment folder can be viewed in Sage Intacct by going to Applications > Company > Setup > Attachment Folders or Attachments.

If you don't get have any Attachment Folders created in Sage Intacct, click the next to Attachment Folders to create a new one.

Enter a Name for the folder, and add a Description and Parent Folder if required.


Warning: We cannot add an attachment to a Credit Note/Adjustment within Sage Intacct. In this case, the URL will be sent instead.

Attachment URL

If you choose No on the Send Attachment to Sage Intacct option, we will send the URL of the document within Lightyear to Sage Intacct. Prior to selecting this, you will need to create a Custom Field in Sage Intacct to enter this URL into.

In Sage Intacct, go to Applications > Platform Services > + Custom Fields and Add a new one. These steps will need to be followed twice, once for the Bills, and again for the Adjustments.

Step 1: In the Object dropdown menu, select AP Bill or AP Adjustments

Step 2: Data Type is set to URL for both Bill and Adjustment.

Step 3: In the Label field enter Lightyear Doc. This is the field that will display on the Bill/Adjustment.
In the Field ID field, enter 'LIGHTYEAR_DOC' and leave Description blank.

Step 4: Show on Page should be set to Header from the dropdown menu. The other fields can be left blank.

Depending on which one you created first, don't forget to repeat these steps for the other side - Bill or Adjustment.

Group line item data?

Turning this on will allow you to export Grouped GL data, rather than line item data. For the full article on this, click here.

Supplier Cards

Supplier Cards are what Lightyear uses to connect a Supplier within Lightyear to a Supplier within Sage Intacct. Any existing Suppliers in Sage Intacct will appear here after connection.

When you connect to Sage Intacct, by default, your list of existing Sage Intacct Suppliers are synced to Lightyear.

Importing from Sage Intacct

To import your Supplier Cards, go to Accountancy > Supplier Cards > Import Suppliers 

This import will include the following details, taken from your Sage Intacct account:
  1. Supplier Name
  2. VAT Number
  3. Country Code
  4. Currency
  5. Default GL Code
  6. CIS Registered
  7. Sort Code/BSB Number
  8. Bank Account Number
  9. Bank Account Name
  10. IBAN 
  11. BIC
  12. Default Tax Code
If you want to remove a Supplier Card, simply click the red trash can icon  on the right of each line. 

Create New Supplier Card

If you find you don't have a Supplier set up in your Sage Intacct account and Lightyear, you can easily create this within Lightyear.
To do this, click the + Supplier  button in the top right of Supplier Cards. The following modal will display:

In the Supplier Name field, enter the name of the Supplier as you would like it to display from within Lightyear and Sage Intacct. Once this is entered, click Confirm.

This will be created both in Lightyear and Sage Intacct. The Supplier in Lightyear will display with the Default GL Code, Country and Currency set up within your Sage Intacct account.

If you make any changes or update the details of the Supplier within Sage Intacct, you can update this in Lightyear by clicking the Import Suppliers  button.

Update Lightyear Suppliers

After importing your Supplier Cards from Sage Intacct, you can quickly create Lightyear Suppliers alongside this. While in Accountancy > Supplier Cards, click the Update Lightyear Suppliers  button. You will be given the option to Create & Override or Create Only New.  
Create & Override will create new suppliers that don't exist within Lightyear, and update the information with what's set up in Sage Intacct.
Create Only New will create new suppliers that don't exist within Lightyear, without updating any current suppliers.

Suppliers in Lightyear will then be created with the information from Sage Intacct, automatically populating the Supplier Name, Country, Currency, Default GL Code, Default Tax Code and Bank Details.

GL Codes (Chart of Accounts)

GL Codes are all imported to Lightyear when you link your Sage Intacct account. These are displayed within the GL Code section of Accountancy. The GL Codes can be viewed in one long list or by filtering by Type, in the top left corner.

If you make any updates to your GLs within Sage Intacct, you can go to Accountancy > GL Codes in Lightyear and click the Import from Sage Intacct button, this will update and refresh your list.

If you wish to reduce the number of GL Codes that Lightyear presents to you in the dropdown lists, uncheck the tick boxes on the right of each GL Code. 

Don't forget to add a Rounding GL Code at the bottom of the page. This will automatically code any automated rounding rows to a specified GL Code.

Set a Default Tax Rate

When you initially connect to Sage Intacct, Lightyear will automatically import all your Sage Intacct defined tax rates.

You will need to choose two Sage Intacct tax rates to act as the defaults for taxable and non-taxable items. Lightyear will use these defaults to send the relevant tax code to Sage Intacct if a line is taxed/tax free, this is unless you choose to manually assign a different non-default tax rate to the item from within Lightyear's Bill Review section.  

To choose your 2 defaults go to Settings > Accounting Software > Tax Rates.

The below image shows what a typical setup looks like. We have ticked the 2 standard tax rates (Standard 20% and Exempt 0%).

Set a Default Tax Rate against a Supplier

Usually the Supplier Default Tax Rate is left blank, which allows the 2 defaults set above to work with maps.

But there may be circumstances where you assign a certain supplier with a different tax code to the defaults you have set at company level.

Go to the Suppliers > Select Supplier > Edit. You can then choose to set a default tax rate from the drop-down list.


Please Note: you can only set one default tax rate.  If you set a taxable rate as the Supplier default, your Lightyear company non-default tax rate will still be applied if there is a non-taxable item within the supplier bill, and vice-versa.

Dimensions

Within Lightyear, you can select up to two Dimensions from Departments, Classes, Items, Locations, Projects and Customers. If these are turned on, upon connecting to Intacct, these will be imported across into Lightyear.

If you make any updates to your Dimensions within Sage Intacct, you can go to Accountancy > select the relevant Dimension in Lightyear and click the Import from Sage Intacct button, this will update and refresh your list.

If you wish to reduce the number of Dimensions that Lightyear presents to you in the dropdown lists, uncheck the tick boxes on the right of each Dimensions. 



      

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