Sage Intacct Sync - User Guide

This guide will help determine the correct way to set up the sync between your Sage Intacct and Key CashFlow accounts, and provides important details to know before syncing.

Table of Contents

• Introduction
  • Sage Intacct Sync and Known Limitations
• Determining which integration configuration to use
  • Decision Tree
• How to set up the account
• Best Practices Overview

Introduction

This section covers a high-level overview of the following:

• List of objects that sync from Key CashFlow to Sage Intacct, and vice versa
• Known limitations

Sage Intacct Sync and Known Limitations

Determining which integration configuration to use

Decision tree

How to set up the account

Recommended configurations for the best sync experience

Note:

Multi-Entity account syncs must follow Sage Intacct's existing Top/Entity logic. For example, if you are syncing at the Top Level and create a Vendor, the Vendor will be managed at the Top Level, and cannot be edited at the Entity Level.

Single-Entity accounts have no permission-level issues.

Below is a table with all the configurations we support. They vary based on the complexity of the configuration.

[1] The sync will be limited to syncing transactions one way, from Key CashFlow to Sage Intacct. Syncing transactions from Sage Intacct to Key CashFlow isn't supported in this configuration.

Best Practices Overview

• Close date
  • When syncing with Sage Intacct at the top level (configuration C or D), best practice is to manually set the Books Closed Date, as only the most recent close date from any entity will sync to Key CashFlow, possibly preventing transactions from another entity from syncing, even if the period is not closed for that particular entity.
• Chart of Accounts
  • To make a Chart of Account type Bank or Credit Card in Key CashFlow, create a bank account or charge account in Sage Intacct, and associate it to the corresponding Chart of Account.
• Vendor 1099
  • Key CashFlow tracks whether vendors are 1099 or not. Key CashFlow doesn't contain information about the 1099 box or type. Therefore, 1099 vendors created in Key CashFlow are synced to Sage Intacct as form1099type=MISC and form1099box=7. If this default value is not what you need for your 1099 vendors, you should always create your 1099 vendors in Sage Intacct so you can select the correct form type / box.
• 1099 Line Items
  • Key CashFlow doesn't support selecting the form1099 per bill line item. Instead, you need to set the field 1099 Category on the chart of account(s) used on bills line item to any value other than "None" so they will sync as form1099=true to Sage Intacct.
• Bills
  • Only unpaid bills sync from Sage Intacct into Key CashFlow, so you should always initiate payments in Key CashFlow. On the Key CashFlow Pay page you can pay via Key CashFlow (check or ACH), select to print check in Sage Intacct, or record payment made outside of Key CashFlow. The sync will send the related payment or check to be printed in Sage Intacct.
  • We can't update paid bills in Sage Intacct. If you plan to re-classify bills in Key CashFlow after they are paid, you need to enable Re-classify transactions in your Sage Intacct configuration to avoid sync errors.
  • Any POs in Sage Intacct will sync to Key CashFlow once they are converted to unpaid bills. Once they sync, they are ready to be approved and paid.
  • In order for bills to sync seamlessly into Sage Intacct, you’ll need to disable approval in Sage Intacct. This option is found under Accounts Payable > Configure Accounts Payable > Payment Approval Settings section. You’ll need to uncheck the “Disable Approval” option. If you choose to have this option unchecked, you’ll need to approve all bills for payments to be recorded.
• Vendor Credits
  • Only unpaid vendor credits sync from Sage Intacct, so you should apply vendor credits in Key CashFlow. When you make a payment with the vendor credit, we will sync it to Sage Intacct where it gets automatically applied, based on the oldest available vendor credit. If you didn’t use the oldest available vendor credit when applying in Key CashFlow, you will need to manually update, in Sage Intacct, which vendor credit was applied.
  • Vendor Credits can sync to Key CashFlow but the application of the vendor credit is not supported. You will need to apply the vendor credit manually in Key CashFlow.
  • Sage Intacct adjustments don't sync. Negative bills do sync as vendor credits to BDC.
• Credit Memos
  • Currently, Credit Memos don't sync to/from Sage Intacct. They need to be manually applied in both Key CashFlow and Sage Intacct.
• Bills/Invoices using Items
  • Always code the bill/invoice with an Account. The integration doesn’t sync the Account associated to the Item.

Resources

• Sage Intacct sync - Standard setup guide
• Sage Intacct sync - Multi-entity sync setup guide
• Sync only Approved Bills and Vendor Credits
• Sage Intacct Sync - Purchase Order number limitation
• Sage Intacct Sync Guide: Install the Customization Package in Sage Intacct
• Sage Intacct Sync Guide: Create a Sync User in Intacct