Managing the Sage Intacct Integration

When working with the Sage Intacct integration and Virtuous, there may be some instances where you will need to review specific transactions and their associated error codes to successfully sync all records. This article will guide the management of failed transactions and resyncing the records from Virtuous CRM to Sage Intacct. 

• If you are looking for directions on initially setting up the integration between Virtuous and Sage Intacct, check out this support article.
• To review frequently asked questions about the integration you can check out this support article.  

Reviewing Failed Transactions 

In the Virtuous Connect App, navigate to the Sage Intacct Integration option.

On the next page, you will be able to review all Gift records that have synced to Intacct, as well as the failed transactions that need attention. If the "Retry Sync" option is available in the top right corner, then there are transactions to tend to. As a note, the integration will continue to sync properly formatted Gift records despite a failed transaction happening. 

Select the "Failed Transactions" tab to pull up the list of transactions to work on. If a transaction has failed to sync to Sage Intacct, this transaction will be marked with a specific error code for review. 

NOTE: Sage Intacct will not collect all the errors from a posting transaction. It will collect the first one that causes it to fail and return it for review on this page. This means after cleaning an error code, there is a possibility for another error code to then be returned. It's recommended to only make one change at a time while managing failed transactions. 

Review Integration Settings 

Before modifying any items in Virtuous CRM or Sage Intacct, there are a few foundational settings to review. Select the Actions drop-down menu in the top right corner and then select "Edit Settings". 

1. Be sure "Enable Sync" is checked. If this is NOT checked, then the integration is not actively syncing data to Sage intact. *Note: whoever is the logged-in user editing these settings and clicking "Save Settings" will be defaulted to the integration owner and be the recipient of any failed transaction email notifications. 
2. Be sure that either "Rollup Gifts by Project/Fund" OR "Rollup Gifts by Batch" is checked to reflect your organization's structure need. It must be one or the other. Having both options checked will cause the sync to fail. 
   • "Rollup Gifts by Project/Fund" is the option used to summarize gifts by fund/project in Sage Intacct.
   • "Rollup Gifts by Batch" is the option used to summarize by batch and post the totals to Sage Intacct.

Addressing Error Codes

The error codes that populate into the Virtuous Connect App come directly from Sage Intacct. This is an important note as the language used in each error code will direct you towards the specific attention needed. Below are three examples of possible errors and the course of action recommended to remedy each error. These three examples are not all-encompassing as the integration is highly customizable and the error codes vary depending on how your organization is using Virtuous and Sage Intacct. It's recommended to use these examples as a reference while managing failed transactions and not as a strict guide. 

EXAMPLE CODE: "Requires a Description"

Example Steps to Resolve

• In the Integration Settings, find where the field "Description" is listed in the "Field Mapping" chart. 
• With "Batch" being being mapped to the "Description", this could be a required field for all transactions syncing into Sage Intacct and it has been left blank on the Virtuous Gift record. Update the field with the appropriate entry. 

EXAMPLE CODE: "No Associated Account" 

Example Steps to Resolve

• Reference your Gift Type Mapping in your Integration Settings. 
  
  
• If the Credit/Debit Account does not exist in Sage as an option for the various Gift Types, update the entry to a valid Gift Type that exists in Sage or create a new Credit/Debit Account in Sage. 

EXAMPLE CODE: "Custom Allocation is assigned an Invalid LOCATIONID:". Ensure all dimensions assigned to Custom allocation are active." 

Example Steps to Resolve 

• In the Integration Settings, find where the field "Location" is listed in the "Field Mapping" chart.  

• With Project Location in Virtuous being mapped to Location in Sage Intacct, this could mean a Project Location in Virtuous that is set on a Gift record attempting to sync is not a valid Location option in Sage. Alternatively, this could be a required field for all transactions syncing into Sage Intacct and it has been left blank on the Virtuous Gift record. 
• If the Project Location does not exist in Sage as a Location, update the entry to a valid Project Location that exists in Sage or create a new Location in Sage. 
• If the Project Location is blank in Virtuous, update the Project Location to the appropriate value that exists in Sage as the Location. 

EXAMPLE CODE: "Transaction Requires Description" 

Example Steps to Resolve 

• In the Sage Integration Settings, find where the field "Description" is listed in the "Field Mapping" chart.
  
• With "Batch" in Virtuous being mapped to "Description" in Sage Intacct, this could mean the mapping is currently set incorrectly. Double-check that these are the correct fields matched. 
• If "Description" in Sage is supposed to be populated by a different field in Virtuous, change the mapping to match the required field. As an example, if the "Description" should be the "Gift Note", update the mapping. 
• If the mapping is correctly set, review the "Batch" field on the gift record itself. If the field is blank, be sure there is a valid entry to be synced with the gift record. If there is an entry, be sure it's a valid value. 

EXAMPLE CODE: "Transaction is Missing Department" 

Example Steps to Resolve 

• In the Sage Integration Settings, find where the field "Department" is listed in the "Field Mapping" chart.
  
• With "Project Type" in Virtuous being mapped to "Department" in Sage Intacct, this could mean the mapping is currently set incorrectly. Double-check that these are the correct fields matched. 
• If "Department" in Sage is supposed to be populated by a different field in Virtuous, change the mapping to match the required field. As an example, if the "Department" should be the "Project Name", update the mapping. 
• If the mapping is set correctly, review the list of valid Project Types and ensure they are correctly set. 
• If the mapping is correctly set, review the "Project Type" field on the gift record itself. If the field is blank, be sure there is a valid entry to be synced with the gift record. If there is an entry, be sure it's a valid value. 

Re-Syncing Failed Transactions 

After making the necessary updates across Virtuous CRM and Sage Intacct, you can then select the "Retry Sync" option in the top right corner of the transactions page. All failed transactions will then try to be synced to Sage Intacct with the updated details. 

Remember, Sage Intacct will not collect all the errors from a posting transaction. It will collect the first one that causes it to fail and return it for review on this page. After selecting "Retry Sync" there is a possibility for another error code to then be returned. 

Should errors persist when syncing data to Sage Intacct despite following the guidance above, it's recommended to speak with your Sage Intacct administrator to ensure both platforms are properly formatted to complement one another.