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How Do I Find and Enter Missing Sage Intacct Journal Entries?

Rachel Specht
  • Updated

Virtuous CRM+ syncs Gift data to Sage Intacct as journal entries in your organization's designated Virtuous journal (VSJ by default). If your Sage Intacct totals don't match your Virtuous CRM+ Gift totals — whether you're running periodic reconciliation or reviewing a range Virtuous Support flagged — here's how to find the gap and enter what's missing, either manually or in bulk.

Table of Contents

Rule Out a Failed Sync First

If a Gift is missing from Sage Intacct, check the Failed Transactions tab for your Sage Intacct integration in the Virtuous Connect App before you do anything else. A record that shows up there hasn't failed permanently — it just needs the listed error resolved and a Retry Sync. Entering it manually on top of that creates a duplicate once it syncs. For the retry steps, see this Support Article on managing the Sage Intacct integration.

Everything below is for the other kind of gap: Gifts that are missing but never show up in Failed Transactions, or that Virtuous Support has confirmed can't be re-synced.

Note: If you're working with Virtuous Support on a known sync issue, confirm whether the affected records could sync again before you enter them manually. Entering a record manually and then having the integration send the same record later creates duplicates in your general ledger. Avoid editing Project designations on the affected Gifts in Virtuous CRM+, since designation changes can prompt a Gift to sync again.

Before You Start

  • Decide on the date range you are reviewing. If Virtuous Support provided a range, use that range.
  • Review your integration's mapping in the Virtuous Connect App so you know which debit and credit accounts, dimensions, and journal your Gifts normally post to. If you're unsure, open a journal entry that synced successfully and mirror its structure.
  • Check whether the accounting periods for your range are still open in Sage Intacct. If a period is closed, reopen it, or, with your accountant's guidance, post entries in the current open period with a memo referencing the original Gift date.
  • Note whether your integration posts individual Gifts or rolls up totals by Project or fund. This changes how you compare and enter records — see If Your Integration Rolls Up Gifts by Project or Fund below.

Step 1: Compare Totals for the Date Range

Totals are the fastest way to confirm whether anything is missing.

  • In Virtuous CRM+, run a Gift Query or export for Gifts entered or updated during your date range. Include Gift ID, Create Date, Contact Name, Gift Amount, and Project designations with amounts. Query by Create Date rather than Gift Date — a Gift dated earlier but entered during your range still syncs during your range.
  • In Sage Intacct, run a General Ledger report filtered to your Virtuous journal (VSJ by default) for the same range.
  • Compare the totals. If they match, your records are complete for the period.

Step 2: Identify the Specific Missing Records

  1. Export the Sage Intacct report to a spreadsheet.
  2. Match rows against your Virtuous CRM+ export. For individual gift syncs, the journal entry memo includes the Virtuous Gift ID — this is the most reliable matching field. Otherwise, match on Date, Amount, and Project.
  3. Look for two kinds of gaps: Gifts in Virtuous CRM+ with no corresponding journal entry, and Gifts with multiple Project designations where the journal entry totals less than the Gift amount, meaning some designations are missing.
  4. Mark the missing Gifts and designations. This list becomes what you enter, along with the designation amount, Project, and the debit and credit accounts your mapping assigns for each.
  5. If you already entered any of these records manually, mark them complete and skip them in the steps below.

Step 3: Enter the Missing Records

Option A: Enter Records Manually

Use this option for roughly ten lines or fewer.

  1. In Sage Intacct, navigate to General Ledger > All > Journal Entries and select Add.
  2. Set the Journal field to your Virtuous journal (VSJ by default).
  3. Set the Date field to the original Gift date, or to the current open period per your accountant's guidance.
  4. In the Description or Reference field, include the Virtuous Gift ID so the record stays matchable later.
  5. For each missing designation, add a balanced pair of lines using your mapping: a debit line to the mapped debit account and a credit line to the mapped credit or revenue account, each with the designation amount and any dimensions (Location, Department, Project) your mapping assigns.
  6. Confirm debits equal credits, then post the entry — or submit it for approval if your organization uses journal entry approvals.
  7. Check records off your list as you go.

Option B: Enter Records in Bulk

Use this option for larger volumes. Sage Intacct's import service validates your file and lets you correct errors on screen before anything posts.

  1. In Sage Intacct, navigate to Company > Setup > Import Data and locate the Journal Entries import.
  2. Download the journal entry template. The template reflects your company's configuration, so your dimensions and custom fields already appear as columns.
  3. Fill the template from your list in Step 2: journal (VSJ by default), date, a description including the Virtuous Gift ID, and a debit line and credit line per designation with the mapped accounts, amounts, and dimensions. Enter header fields on the first line of each entry, keep dates in one consistent format, remove commas from numbers, and save the file as CSV or XLSX.
  4. Upload the file, map any columns Sage Intacct asks about, and correct any validation errors on screen.
  5. Imported entries land as drafts. Navigate to General Ledger > Journal Entries, filter to your Virtuous journal, review the entries, and post them.
  6. For very large files, choose the offline processing option. Sage Intacct notifies you when the import completes.

Step 4: Verify

  • Re-run the totals comparison from Step 1. Virtuous CRM+ and your Sage Intacct journal should now match for the range.
  • Spot check one or two Projects or funds you report on against Virtuous Project totals.

If Your Integration Rolls Up Gifts by Project or Fund

Your synced records combine Gifts into one entry per Project rather than individual Gifts. Run your comparison at the Project-per-day level: compare Virtuous Project totals by date against your journal entries for the range, then enter any missing amounts the same way, as one entry per Project per date. This keeps your corrections consistent with the rest of your synced data.

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