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Set up Sage Intacct with Zipalti

You can set up the Sage Intacct app to integrate in Zipalti, enabling you to sync Zipalti data with Sage Intacct. This helps you keep both systems up to date with your latest financial data, facilitating accurate account reconciliation.

Required user role Manage Integrations

Refer to Required User Roles for the permissions you need to enable in Intacct to set up the integration.

If you need to add more entities to your app integration after the initial setup, please submit a request to our Support Team.

Step 1. Authenticate the app in Intacct

Authentication requires three values that need to be extracted from Intacct. Do the following steps to authenticate the application.

1. In the "Applications" dropdown list, go to Company > Setup > Company.

2. On the "Company information" screen:
   1. Click the "Security" tab.
   2. Click "Edit".

   

3. Under "Web Services authorizations", click "Add" to open the "Web Services Sender Information" dialog.

4. In the "Sender ID" field:
   1. Type: ZipaltiMPP
   2. Click "Save".

   

5. On the "Company information" screen:
   1. Ensure the "ZipaltiMPP" value displays in the table.
   2. Click "Save".

   

6. From the "Company" dropdown list, go to Company > Admin > Web Services users.

7. On the "Web Services Users" screen, click "Add" to open the "Web Services User Information" screen.

8. On the "User information" tab, complete the following fields.

Field	Value
User ID	ZipaltiIntegration
Last name	Integration
First name	Zipalti
Email address	Use an email address that you have access to because your password will be sent to this address
User type	Business
Admin privileges	Off

9. Click the "Roles information" tab.
   1. Add the role "::SYS::Multi EntityAn entity can be a subsidiary, division, business unit, brand, etc. of your organization. Entities can have similar or different AP processes and workflows. Shared-ROLE-FOR - admin".

   

   2. Click "Save".
   3. Type a password. This password is the current user's password, and not a password for you to create.

   

   4. Click "Done". An email containing user details is sent to the specified email. The email contains the three values required for the authentication stage.

   

Step 2. Create a vendor for Zipalti fees

In Intacct, create a vendor record for Zipalti transaction fees so that these fees will show as paid bills under this vendor.

1. Go to Accounts Payable > Vendors.

2. Click "Add".
3. Create a vendor with the name "Zipalti".

Step 3. Configure Intacct app

Complete the following pages to configure the Intacct app in Zipalti's Zipalti Hub. Click each page name to view how-to steps.

A. Authenticate

The following instructions are for first-time authentication.

1. Go to Administration > API integration > Apps.
2. At the top right of the screen, click "Add app" and select "Intacct" to access the configuration screen.
3. Click "Start setup" to go to the "Authenticate" page.
4. Type the values that you received in the email into the following fields:
   • Company ID
   • User ID
   • User Password
   • Entity type - Select either "Single entity" or "Multi entity" (Multi entity is most common).

   

5. Click "Authenticate".

B. Payer entity mapping

This step only displays if the payer has more than one entity.

1. Select an Intacct subsidiary for each Zipalti payer entity.
2. Click "Next". (If there are fewer entities in Zipalti than in Intacct, a warning displays. Click "Confirm" to continue.)

C. Sync preferences

Sync direction

1. In the "Payee sync" field, select one of the following options: "No sync", "Zipalti to Intacct", "Intacct to Zipalti", "Bidirectional".
   1. In the "Payee name structure" field, select how you would like to have payees mapped to the ERP.
      • Name + Payee ID (default)
      • Only Name
      • Only Payee ID
2. In the "Bill/vendor credit sync" field, select "No sync" or "Zipalti to Intacct".
   1. In the "When to sync bills?" field, select "Before approval" or "After approval".
   2. If you want to view invoices in the Intacct ERP that are collected and processed by Zipalti, then in the "Sync bill attachments?" field, select "Yes" (the maximum file size for sync is 5 MB). By default, "No" is selected.
3. In the "Payments sync" field, select "No sync" or "Zipalti to Intacct".
4. In the "GLA general ledger (GL) is used for recording transactions related to business assets, liabilities, equity, revenue and expenses. accounts" field, select "No sync" or "Intacct to Zipalti".
5. In the "Tax sync" field, select "No sync" or "Intacct to Zipalti". Currently, this feature is not supported in combination with IntacctPO matchingThe process of matching goods and services from purchase orders to invoices (2-way matching), and receipts (3-way matching).

Since 1099-Misc box category values are not associated with GL accounts in the ERP, and therefore, don't sync to Zipalti, we recommend that you manually import GL account CSV files in which you can associate your accounts with these values. That way, these values will be reflected automatically in the “1099 preparation” report used to help you prepare your 1099 form for the IRSInternal Revenue Service.

D. Custom field mapping

Map existing custom fields between Zipalti and Intacct. To add a new custom field before mapping it, see Add custom field.

1. In the "Type" column, select one of the following entity types:
   • Payee
   • Bill (includes vendor credit)
   • Payment

   Your selection determines the options available in the remaining columns.

2. In the "Intacct fields" column, select one of the fields listed in the Intacct column of the table below.
3. In the "Zipalti fields" column, select one of the following value types:
   • List: Allows the user to select a single value from a predefined list of values
   • List (multiple selection): Allows the user to select multiple values from a predefined list of values
   • Free text: Used for text entries
   • Free text (unique): Used to prevent duplicate values from being entered
   • Free text (encrypted field): Once data are entered in this field, the data are masked by asterisks and only display for Zipalti users with the View Secure Details role

   For custom fields, the name of the custom field (not the value type) displays in the dropdown list.

Intacct Field Type	TIPALTI Field Type
Currency	Free Text
Date	Free Text
Date/ Time	Free Text
Decimal Number	Free Text
Email Address	Free Text
Free-Form Text	Free Text
Hyperlink	Free Text
Integer Number	Free Text
List/ Record	List
Long Text	Free Text
Multiple Select	List
Percent	Free Text
Phone Number	Free Text
Text Area	Free Text
Checkbox	List

Fields that are mapped automatically in the standard integration are not available here for mapping.

4. Repeat the previous three steps for each custom field you want to map.
5. To delete a row, click the "X" at the end of the row.
6. When you are finished mapping fields, click "Next" to be directed to the initial sync screen.

E. Accounts

Map existing GL accounts between Zipalti and Intacct.

1. In the "AP accounts" section, select the specific AP accounts that you want to sync to Zipalti. These accounts are assigned a Category of "Other" and can be linked to bills at the header level in Zipalti.
2. In the "Other accounts" section, select the types of expense accounts that you want to sync to Zipalti. These accounts are assigned a Category of "Expense" and can be linked to bill lines in Zipalti.

If you would like to link bill lines to credit cards, select "Credit card" . Otherwise, credit cards are only available in Zipalti for marking bills as paid manually.

3. Click "Next".

F. Accounting preferences

Payee sync additional settings

1. In the "Default payee AP account" field, begin typing the default AP account for payees, then select it from the populated list.
2. In the "Sync Payees to" field, select "Top Level" (to sync payees to all entities) or "Entity Level" (to sync payees to a specific entity).

Bill sync additional settings

In the "Default expense accountThe general ledger (GL) account that is debited for the payment amount" field, begin typing the default expense account for bills, then select it from the populated list.

Accounting settings

This section and the next only display if "Zipalti to Intacct" was selected as the direction of synchronization in the "Payments sync" field above (see step 3 under "Sync preferences").

1. In the "Vendor for Zipalti fees (currency)" field, begin typing the Intacct vendor^* that you want associated with the Zipalti fees in that currency, then select it from the populated list.
   • If you have multiple Zipalti accounts, a field will display for each account currency—complete all fields that display.
   • If, for example, the payer has two Zipalti accounts (USD and EUR), then only vendors with USD and EUR account currencies will display in the populated list.
2. In the "Tax withholding expense account" field, begin typing the default expense account for vendor credits that are created for withholding amounts, then select it from the populated list.

^* These vendors must exist in Zipalti as payees. When adding a new payee record in Zipalti, you will have the option of selecting the "Intacct vendor currency" that you want linked to the Zipalti payee.

Default coding for fees

1. In the "Zipalti fees expense account" field:
   1. Begin typing the default expense account for bills/ payments that are created for Zipalti fees, then select it from the populated list.
   2. If you want this value to display on bill payments in Intacct, select the box beside "Apply this default value for Zipalti fee bill payment as well".
2. In the "Payee fees expense account" field:
   1. Begin typing the default expense account for vendor credits that are created for payee fees, then select it from the populated list.
   2. If you want this value to display on bill payments in Intacct, select the box beside "Apply this default value for payee fee bill payment as well".
3. In the "Fee default values" section:
   1. In the "Field" column, select any bill/ bill line or vendor credit/ vendor credit line custom field that you mapped in step 2.D above. The "Level" field auto-populates with "Header" or "Line" based on the custom field you select.
   2. In the "Bill value" field, begin typing the default value for the field on a bill fee, then select it from the populated list.
   3. In the "Vendor credit value" field, begin typing the default value for the field on a vendor credit fee, then select it from the populated list.

Zipalti/ Intacct accounts mapping

1. A list of Zipalti accounts displays. Adjacent to each Zipalti account name, begin typing the Intacct account to which Zipalti payments will be synchronized, then select it from the populated list.
2. Click "Next".

Step 4. Perform initial synchronization

This screen shows the objects that will be synchronized, based on the directions of synchronization that you selected on the "Sync Settings" page. You also see the number of accounts and payees that will be synced.

1. If you want to sync outstanding bills and vendor credits as part of the initial sync process only, then in the "Bills/Vendor credit sync" section, select the check box for "Sync outstanding bills from Intacct to Zipalti.

Partially paid bills and bills with lines of type "Item" cannot be synced. Any related errors do not display on the "App monitoring" screen.

2. Click "Next" to open a dialog asking you to confirm the start of the initial sync process.
3. Click "Confirm". You are directed to the main apps screen. You will receive an email notifying that the initial sync process completed successfully or with errors.