Sage Intacct is a flexible, powerful, cloud-based accounting platform. Integration between Virtuous and Intacct allows for all new gift data in Virtuous to be sent automatically to Intacct. The Virtuous system allows organizations to map Projects to Funds in the General Ledger. Single gifts can be split between multiple projects/funds to allow flexibility in gift posting. The Intacct integration tool also allows users to configure field mapping between Virtuous and Intacct to ensure all gifts are accurately posted.
As part of the set up process, users can decide whether they want individual donations posted to Intacct, or they want to post donation totals by fund.
Sound good?
Great! Let's take a look at how to set it up.
Configure Sender in Intacct
In order to sync transactions first you will need to add the Sender ID: VirtuousMPP to the Web Services Authorization section in Intacct. To do so, please follow the steps below:
- Go to Applications → Company → under Configuration, select Company again → Security tab, then click Edit.
- In the Web Services Authorization section, click Add.
- Enter the Sender ID VirtuousMPP.
- Optional, add a description for the sender.
- Click Save.
Create New Users
Next, you'll want to create a new user account for the integration. We recommend creating a new user account in Intacct and in Virtuous that will be dedicated just for the integration. You can follow the instructions in this article to add a new user to Virtuous. This user should be a user account that will not be used by anyone, and is solely for the purposes of facilitating integration between Intacct and Virtuous. The user account should have Admin permissions. Create the same user in Intacct as well.
Establish the Connection
Once you've created both new user accounts, log in to Virtuous with the new user account you've created, and then visit the Integrations page:
This can also be done through the Quick Actions menu at the top right side of your screen.
If you haven't logged in to Virtuous already, use the credentials for the new integration user you've just created to log in to the Integrations page directly.
Then, look for the Sage Intacct integration option and click "View."
This will open the main integration screen. Click on the Actions menu in the upper right and select "Edit Settings" to configure the integration. Click the "Intacct Login" tab and then enter the login credentials for the new integration user account you've created in Intacct.
Be sure to save your settings to store the login info.
Customize Settings and Mapping
Now, it's time to determine whether you want to post individual gifts to Intacct or if you want to summarize gifts by fund/project or summarize by batch, and post the totals.
You can also choose to map all gifts to a single account or you can configure the credit/debit account per gift type, and you also have the option to map accounts by project type if you wish.
You can manually map standard and custom Virtuous and Intacct fields. Gift date, amount and Project code will default for you but you can change these.
The following fields are available to be used in custom mapping:
Intacct
- GL Batch
- Accounting Sequence Number
- Automatic Reversal Date
- Balance
- Contact
- Created At- Entity ID
- Created At- Entity Key
- Created At- Entity Name
- Created By
- Customer
- Description
- GL account allocation run key
- Journal
- Last modified by
- Last modified date and time
- Modified By
- Module
- No label specified
- Posting Date
- PR Batch Key
- Record Number
- Record URL
- Reference Number
- Reversed From
- Reversed Key
- Schedule Operation Key
- Source Entity
- State
- Tax Implications
- Tax Solution
- Template Key
- Transaction Number
- Transaction Source
- User
- User ID
- Vendor
- When Created
- When Modified
- GLENTRY
- Account
- Account Title
- Adj
- Allocation
- Amount
- Base Currency
- Batch Date
- Batch Number
- Batch Title
- Billable
- Billed
- Class
- Class Name
- Class dim key
- Cleared
- Contract
- Contract Key
- Contract Name
- Created By
- Customer
- Customer Name
- Customerdimkey
- Department
- Department Key
- Department Title
- Doc
- Employee
- Employee Name
- Employeedimkey
- Entry Date
- Exchange Rate
- Exchange Rate Date
- Exchange Rate Type
- Gl account key
- Item
- Item Name
- Itemdimkey
- Line Number
- Location
- Location Key
- Location Name
- Memo
- Modified By
- No label specified
- Project
- Project Bank Account
- Project Name
- Projectdimkey
- Reconciliation date
- Record Number
- Record URL
- State
- Task
- Task Name
- Taskdimkey
- Time Period
- TR Type
- Txn amount
- Txn currency
- Units
- User Number
- Vendor
- Vendor Name
- Vendordimkey
- Warehouse
- Warehouse Name
- Warehousedimkey
- When Created
- When Modified
Virtuous
- Amount
- Batch
- Contact Id
- Contact Name
- Contact Type
- Create Date
- External Accounting Code
- Gift Date
- Gift Custom Fields
- Gift Id
- Gift Type
- Parent Project Code
- Parent Project External Accounting Code
- Parent Project ID
- Parent Project Location
- Parent Project Name
- Parent Project Type
- Private
- Project Code
- Project ID
- Project Location
- Project Name
- Project Type
- Project Custom Field(s)
- Split Amount
- Segment Code
- Segment Name
Virtuous recommended mapping includes:
| Virtuous | Intacct |
| Amount | Amount |
| Gift Date | Posting Date |
| Batch | Description |
| Project Location | Location |
| Type | Department |
| Gift Type | Acc_no |
| Contact ID | Memo |
| Custom Field | ACCOUNT_TYPE |
| Project Code | Project |
| External Accounting Code |
Class |
Additional Sync Details
- New journal entries are by default mapped to VSJ--Virtuous Journal Entry. It is essential before enabling the sync that a new journal with the symbol VSJ be created on Intacct or a custom Virtuous field with Journal symbol is mapped to Intacct’s Journal field.
- You can utilize the one to many or many to one matching rule in Intacct to help with reconciliation. Use this article on the Intacct website to dig into how to do this. Be sure to select the One to many or many to one section of the menu.
- If the rollup gifts by project/fund option is enabled, all the rollup transactions are mapped to a single credit/debit account.
- The Reference Number field on a journal entry is mapped to gift id and cannot be overridden by configuring field mapping since this field is essential to keep track of transactions between Virtuous and Intacct.
- Journal entry description is formatted as follows: "{Contact Name} - {Amount} - {Gift date}"
- If anonymous gift: "Anonymous - {Amount} - {Gift date}"
- If gifts are rolled up by project: "Rollup - {Project Name} - {Rollup Amount} - {Most recent gift date in rollup}"
- Synchronization kicks in once every day at midnight and processes all gifts that were created after the previous sync.
- All successful and failed transactions will be logged and displayed on the Virtuous Integration website.
- Users can download the last 30 days’ transaction history by clicking on Actions → Download.
- When there are any failed transactions during sync, the user will be notified with an email.
- A retry button will be shown when there are any failed transactions in the previous sync. Usually, a transaction might fail to sync due to incorrect configuration/mapping. Once the configuration/mapping is fixed, users can initiate sync by clicking on the Retry Sync button. The Retry Sync button will not appear if there are no failed transactions to retry.
- When the Retry Sync process is initiated, the user will be notified with an email.
- The next scheduled synchronization will not start when there are failed transactions in the previous sync.