Sage Intacct – setting up Scoro

Integrating Sage Intacct with Scoro allows you to sync all your bills and invoices as well as payments between the two platforms and maintain a full overview of your finances in both systems. With automated data transfer, you can minimize manual data entry and migration, which ensures data quality and integrity.

This setup guide will teach you how to connect Sage Intacct with Scoro.

Once the integration is set up, you can dive deeper and learn…

• …how the sync works
• …how data is mapped
• …how to solve common errors

Before you start

Before connecting Scoro with Sage Intacct:

1. Ensure you’ve enabled Web Services and created a Web Services user on the Sage Intacct side. You can find detailed instructions for this here.
   
   
2. Ensure you’ve set up the necessary entities.
   
   What does that mean? Scoro links with a specific entity within Sage Intacct. In Sage Intacct, an entity refers to a distinct segment or division that operates independently. This can be a separate department, a branch, or a completely different company. Each entity has its unique set of financial records.
   
   One Sage Intacct entity can only be connected to one Scoro entity at a time. This means you should set up an individual entity in Scoro for each Sage Intacct entity. So if you have multiple entities in Sage Intacct – for example, different departments or subsidiaries – you must create a corresponding separate entity in Scoro for each of those. This way, you maintain a clear and organized data flow, which improves the accuracy of financial data and reporting across the different segments of the organization.
   
   You can add an additional entity in Scoro via Settings > Administration > Plan, Add-ons & Billing. 
   
   Once entities are set up, follow the steps below to connect each entity with Sage Intacct.

Step 1: Connect with Sage Intacct

1. Navigate to the Sage Intacct integration page via Settings > Site settings > Integrations > Sage Intacct.

2. Fill in the fields with Sage Intacct credentials:

• User ID = Web Services user ID
  • You can find it in Sage Intacct under Applications → Company → Admin → Web Services users. Read more about how to create a Web Services user here.
• Password = Web Services user password
• Company ID = Company ID from Sage Intacct
  • You can find it in Sage Intacct under Company > Setup tab > Company > General information section.
• Entity ID = Entity ID from Sage Intacct
  • You can find it in Sage Intacct under Company > Setup tab > Entities OR click on the Top Level button to see all your entities.

3. Click Connect.

After connecting, Scoro will automatically fetch the following key data from Sage Intacct on the background:

• Tax rates
• Finance accounts
• Dimensions

Scoro will also automatically enable the following mandatory settings if they are not enabled already:

• Use line-based tax rates
• Use finance accounts 

You can verify the tax rates under Settings > Sales and Finance > Tax rates.

Step 2: Customize integration settings

Once Sage Intacct is connected, decide which data you want to sync.

• Data synced – choose which items you want to sync.
  • Bills = “Accounts Payable → Bills” in Sage Intacct.
  • Invoices = “Accounts Receivable → Invoices” in Sage Intacct.
    • Also includes credit invoices  = “Accounts Receivable → AR Adjustments” in Sage Intacct.
  • Receipts = “Payments” in Sage Intacct → applies for both Bills and Invoices.
• Direction – shows the predetermined sync direction for each item. You can choose which way you want to sync bills, but for all other items, the sync direction is predefined and cannot be changed.
• Start date – choose the date from which onwards the items will be synced.

Background items include data that changes less frequently, such as finance accounts and tax rates. After the initial sync, this information will be exchanged between the systems only when you initiate the Background items sync manually. Read more about how the sync works.

Dimensions

Dimensions in Sage Intacct offer flexibility to categorize transactions in ways that make sense for your business.

In line with this, Scoro lets you map different dimensions for bills and invoices, including custom ones. As soon as you activate the integration, dimensions are brought over to Scoro and saved as custom fields.

To control which dimensions to sync, click on the Dimensions icon on the bills or invoices line to open up a dimension modal.

Enable the toggle for the dimensions you want to sync between the two systems. You must set this up separately for bills and invoices.

Read more about how dimensions work in Scoro.

Sync settings

You can also customize the following sync settings:

• Sync frequency – choose whether you want Scoro to sync data automatically or you want to have manual control over the sync.
  • Manual – data is synced only when you initiate a full manual sync from the Synchronize now button in the integration view OR when you use the quick action buttons on documents. You can learn more about both options from the sync overview article.
  • Daily/weekly/monthly – all updated items will be synced automatically once a day, once a week or once a month. The frequency can be changed at any time. Scoro will always show you the next automatic sync time on the integration page. Note! Be mindful that the number of requests is limited, so optimize your sync frequency accordingly.
• Quick-add buttons can be used by – only these users can see the Sage Intacct quick-actions button in Scoro. The quick-actions button allows users to send or fetch data from Sage Intacct.
• Send error notifications to – all errors that occur during data transfer are sent to this email. You can see a list of all unresolved errors under the Logs tab.
• Default invoice status – choose the default status for invoices that are synced from Scoro to Sage Intacct. Default values can be either “Submitted” or “Draft”.
• Default bill status – choose the default status for bills that are synced from Scoro to Sage Intacct. Default values can be either “Submitted” or “Draft”. Available when the sync direction for bills is From Scoro.
• Sync bills that match status – choose which bills to sync from Sage Intacct to Scoro. Available when the sync direction for bills is To Scoro.
  • Draft - all bills are pulled to Scoro
  • Submitted - all bills except for Draft status are pulled to Scoro
  • Posted - all bills with Posted status are pulled to Scoro
• Memo field for invoices and bills in Sage Intacct – choose which data will be used to fill in the memo field for the invoices and bills in Sage Intacct.
• Tax solution in Sage Intacct – this field is predefined by the entity you’ve connected and cannot be changed.

Advanced filtering

Instead of transferring all documents between Scoro and Sage Intacct, you can use bookmarks to sync only specific items. With this option, only the documents in these bookmarks will be synced to Sage Intacct whenever a sync is initiated – either manually or automatically. Documents that are not within the bookmark will not be synced.

Note! Two filters are not supported in bookmark-based syncing and will be ignored:

• Users –  will be ignored, ‘All users’ will be used instead
• Status for invoices –  will be ignored, 'All receipt statuses' will be used instead

Request limits

The number of requests each connected site can make every month is limited to 4000 by default. You can see the request counter under the integration settings. The limit applies across all entities and is reset every month.

What is a request?

A request is a call made by Scoro’s Sage Intacct integration to Sage Intacct’s API in order to sync documents to and from Sage Intacct.

Why is there a request limit?

We are implementing a request limit for each Scoro site to prevent excessive use and to keep our API service responsive and reliable for all our customers at all times.

How to optimize your requests?

We recommend choosing either monthly or weekly intervals for automatic sync or using manual sync to optimize the number of requests.

Submit a request to our Support team if you require additional requests.

 

Now that you’ve set up the integration learn more about how the sync works.