Sage Intacct was built to be able to “talk” to Virtuous with an automated, one way system-to-system sync. With Sage Intacct, you will be able to customize the mapping of Gift and Project data fields to flow from Virtuous CRM to Intacct. Here are some common questions regarding the integration:
How does the data sync?
When a new Gift record is created in Virtuous a Webhook request is made to connect both apps and (depending on setup) Gift/Payments or Project/Funds are placed into a queue to update into Sage Intacct. Sage will be updated every 3 hours for line item transactions and every 24 hours when grouping by Project/fund.
Additionally, a Gift record is synced to Sage whenever an existing Gift has an edit or change made to the Project designation within Virtuous. This is important to keep in mind, as the integration will send the Gift record over again if the Project designation is modified in Virtuous and, as a result, may create a duplicate record in Sage.
Learn more about Projects here.
Do Gift records come over for “all time” that are in Virtuous once I set up the integration?
No. Once the integration is set up, any Gift records created in Virtuous will automatically be synced from Virtuous to Intacct. This means, though, that we can't reach back in time to map old data.
How should I structure my Projects to best fit the Sage Intacct Integration?
The answer to this is going to be dependent on how you have things set up in Intacct. Every Project in Virtuous has a unique Project Code that should be linked to a similar item in Intacct- with the same unique identifier. This may be your account or your accounting dimensions depending on how you have Intacct set up. The best way to figure this out for your use case is to consider the Project in Virtuous should match where you're putting the money in Intacct.
For example: I have a big overall Project of Clean Water 2025, this might be my account in Intacct. However, I also have smaller Projects (or Subprojects) relating to clean water- so, I might have trash pick-up, advocacy, water filters, etc each of these might be a GL (that rolls up into the greater account). In this case, my trash pick-up Project in Virtuous would have a unique Project code and I would want to match that to the GL code I have in Intacct. The key thing to keep in mind is that the terms here are going to be dependent on how you have Intacct set up. What we are calling a GL may actually be an account in your Intacct instance. A best practice might be to write out what items you're tracking in Intacct, and how they roll up, then match that to your Projects in Virtuous.
What are the limitations of the Sage Intacct integration?
The data is not updated at the exact same time the bank account updates from Virtuous Giving or the credit card processor. There will be a slight delay between the processor and Intacct since Gift records are only synced when they are imported to Virtuous CRM.
Is it possible to manually push info from Virtuous to Intacct outside of the 24-hour cycle?
No. The data is in a scheduled API call.
Do I have to set up my Intacct integration before importing Gift records? What happens to Gift records I import before the Intacct integration is set up?
If you do not set up your Intacct integration prior to importing Gifts in Virtuous, then those Gifts will not be sent over to Intacct. The best practice is to set up an Intacct account before importing Gifts.